How to Resolve Common Mail Merge Issues in Outlook 365

Mail merging is an essential feature in Microsoft Publisher that allows you to combine data from multiple sources with a pre-designed template to create professional-looking documents. However, sometimes, this process can be frustrating when encountering common issues. In this article, we will provide you with answers to the most frequent mail merge problems when using Outlook 365.

Making Changes to a Data Source or Address List during the Mail Merge Process

One of the most common challenges users face is making changes to their data source or address list while working on the mail merge publication. To resolve this, follow these simple steps:

1. Browse to locate your data source.

2. Under Create recipient list, click Use an existing list and then click Next: Create or connect to a recipient list.

By default, Microsoft Publisher stores data sources in the My Data Sources folder. If you need to access multiple files or make changes to your data source, this step will help you achieve that.

Adding Spaces to Merge Fields

Another common issue is adding spaces to merge fields so they appear as intended. To do this:

1. Insert the merge field into your publication.

2. Select the merge field and go to the Home tab in the Publisher ribbon.

3. Click on the 'Insert Space' button (or press Ctrl+Shift+S) to add a space before or after the merge field.

This simple trick will help you format your merge fields to meet your specific needs.

Saving the Merged Publication

When you've completed the mail merge process, it's essential to save your publication correctly. To do this:

1. Click on the File tab in the Publisher ribbon.

2. Select 'Save As' and choose a location to save your merged publication.

3. Make sure to select the correct file type (e.g., PDF or Word document).

By following these steps, you'll ensure that your merged publication is saved correctly and can be easily shared with others.

Printing Different Merged Pages on a Sheet

Finally, if you need to print different merged pages on a sheet (e.g., multiple labels on a single sheet), follow these steps:

1. Create a new page for each label or document.

2. Insert the merge field into each page and format as needed.

3. Go to the 'Page Setup' dialog box (File > Print > Page Setup) and adjust the layout settings accordingly.

By following these simple steps, you'll be able to print multiple merged pages on a single sheet with ease.

In conclusion, resolving common mail merge issues in Outlook 365 requires attention to detail and a few simple steps. By following this guide, you'll be able to overcome most of the common challenges associated with mail merging and produce professional-looking documents efficiently.

Outlook 365 doing a mail merge