How do I do a mail merge?

A mail merge turns one design into many personal copies: a letter to every member, a certificate for every student, a card for every guest. You design it once with fields like {{First Name}}, and Korva fills them in from your list.

Before you start: the list

Your list can be a .csv file or an Excel .xlsx file:

• The first row holds the column names, such as First Name, Last Name, Address, City, State, ZIP.
• Each row after that is one recipient.

Older Excel files (.xls) can’t be read: open them in Excel and save as .xlsx or .csv. From Google Sheets, use File›, then Download and choose .xlsx or .csv. From Outlook or another address book, export the contacts as a .csv file.

Step 1: Choose your list

1. Open or design the publication, for example a letter. The Letterhead template is a good start. See Start from a template.
2. On the Mailings tab, click Mail Merge Wizard.
3. Click Select Data…, choose your list and click Open.

The wizard shows the first few rows and how many there are. Edit list… lets you leave people out, sort and filter. See Choose, sort and filter recipients. Change… picks a different list.

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4. Click Next.

Step 2: Place the fields

1. On the page, click into the text box where a name or address should go, at the spot you want it.
2. In the wizard, click a field, such as {{ First Name }}. It goes in where the cursor is. Type spaces and punctuation between fields as normal text.
3. Or click Insert Address Block for the name and address lines, and Insert Greeting Line for Dear {{First Name}},. Korva picks the columns from your list’s column names.

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4. Click Next.

Step 3: Check, then merge

1. Use the arrows next to Record 1 of 7 to look through your recipients. With Show on the page ticked, the page shows each person’s details.
2. Click Merge to PDF · N pages, choose where to save, and click Save.

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The PDF has one copy of your publication per recipient, in list order. Print it to post the letters. To print address labels from the same list, choose a sheet under Avery label sheet. See Print Avery address labels.

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Other ways to export the merge

• File›, then Export›, then Mail merge PDF shows how many recipients are included, then Export merged PDF.
• Export PDF or File›, then Print on a publication with fields and a list asks Export the merged records?: Every record, one copy each (Merge to PDF), Only the record shown, or The fields as they are, not filled in.

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What’s different from Publisher

• Korva merges to a PDF. To print, print the PDF. There’s no direct merge to a printer and no email merge.
• A line made only of fields that are all empty is left out, so a missing company name doesn’t leave a gap in the address. A greeting with an empty name reads Dear Sir or Madam,.
• Field names ignore capital letters: {{name}} fills from a Name column.

If it still doesn’t work