Administrative Assistant how-to
How to Create a Mail Merge
Mail merge sends personalized letters, labels or emails to many people at once.
Mail merge sends personalized letters, labels or emails to many people at once. In short: prepare; check; write, then complete the remaining steps below.
Step by step
Prepare a clean spreadsheet with column headers such as FirstName, Company and Email.
Check the data for typos, blanks and duplicates.
Write the message in your word processor or email tool.
Insert merge fields where personalized information should appear.
Preview several records to check formatting.
Send a test to yourself.
Complete the merge and save a copy of the final list.
Safety reminders for administrative assistants
- Protect confidential and personal information
- Verify payment or banking change requests by phone to prevent fraud
- Use ergonomic workstation setup to prevent strain
- Follow records retention and privacy policies
Key terms
Agenda · Minutes · Action item · Calendar management · Itinerary · Expense report: see the full administrative assistant glossary.