Creating a Mail Merge Template Using MS Word

Written By: iSIMS Support

Last updated: September 25, 2025

Creating a Mail Merge Template Using MS Word

Introduction

Mail merge templates allow you to generate personalized documents by combining a Word document with a data source (e.g., Excel, database). Using MS Word is the simplest way to create a mail merge template.

Note: You can also create template documents programmatically using the Document .Net API, but this guide focuses on using MS Word.

Steps to Create a Template in MS Word

1. Open MS Word

   • Create a new document or open an existing document.

   • Save it in DOCX format.

2. Insert Merge Fields
   Merge fields are placeholders that will be replaced with data during the mail merge process.

How to Insert a Merge Field

1. Go to the INSERT tab.

2. Click Quick Parts (pictogram).

3. Select Field… from the menu.

4. In the Field window:

   • Under Field names, select MergeField.

   • In the Field name box, type the name of your field (e.g., Date).

   • Optionally, specify a format for the field.

5. Click OK to insert the field.

Repeat these steps for each field you want to include in your template.

Next Steps

• After inserting all required merge fields, your document is ready to be connected to a data source (e.g., Excel, database) to perform the mail merge.

• You can now preview results and complete the merge to generate personalized documents.

Source: SautinSoft Developer Guide – Mail Merge in MS Word