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How to Mail Merge Multiple Faxes, Letters with Office 2013?

Mail merge is a useful tool that will allow you to easily produce multiple letters, labels, envelopes, name tags and more using information stored in a list, database, or spreadsheet. In this lesson, you will learn how to use the mail merge to print multiple faxes as an example. See How to Create and Mail Merge Envelopes.

Before we get started, we need to create two documents: one is a main word document, used as the fax template and the other is a spreadsheet used to input all the dynamic information such as the sender’s name, recipient’s name and the postal code, We can use it as a database. Then we will use the mail merge feature to put all the information on the spreadsheet list into the main word document. After merging you can save all the different documents in a word document and then print or send them directly in an email.

Step 1: Input the information from all the different faxes in a spreadsheet, information such as: Number, Name, Country, and Level. See below for an example.

Information list in Spreadsheets for printing multiple faxes

Step 2: Create the fax template in Kingsoft Writer.

Fax template for printing

Step 3: Under the References tab, click the Mail Merge button, and bring up the Mailings tab.

Mail Merge button under references tab

Step 4: Click the Open Data Source button. Select the Spreadsheets document we just created.

Choose data source for fax printing

Step 5: Choose “Sheet1” and click OK.

Choose the sheet as data source

Step 6: Put the cursor in the position where you need to insert data. Then click Insert Next Fields. Choose the field, such as "Name" in the Insert Merge Field dialog box, and insert into the word document.

Insert field in fax template

Step 7: Repeat step 6 until you have inserted all of the fields. Click the Highlight Merge Fields button. All the data you inputted will be highlighted as seen below.

Highlight insert field in fax template

Step 8: Click the View Merged Data button under the Mailings tab. Then you can check the mail merge result. You can also choose “Frist Record”, ”Previous Record”, ”Next Record” and “Last Record” in the tool bar to conveniently view different faxes as seen in the following picture:

Check merged fax

Step 9: By this step, the mail merge work is almost done. Next we can print directly. You can choose Merge to New Document, Merge to Printer or Merge to Email. If you have more than a hundred data points in the list in your Spreadsheets document, I recommend that you Merge to New Document, save the merge result in one word document, and then print. If the list is small, you can Merge to Printer and print directly. If you want to send by email then you choose Merge to Email.

  Mail merge to new document

Merge to printer

Merge to email

Step 10: Here’s the output result of Merge to New Document.

Fax Merge result 1

Fax merge result 2