How To Do a Mail Merge in Word Using an Excel Spreadsheet

How To Do a Mail Merge in Word Using an Excel Spreadsheet Performing a Mail Merge is a great way to generate personalized letters or emails .
There are three documents involved in the mail unite march :

  • Your main document
  • Your data source
  • Your merged document

NOTE: The examples shown below contain sample screen shots from Microsoft Word 2016. If you have a different version of Word, there may be some rebuff differences however, the same basic program hang should apply.


Step 1: Create your Excel Spreadsheet

The most important step in the mail unite serve is to set up and prepare your data. You ’ ll use your Excel spreadsheet as the data source for your recipient tilt .
here are some tips to prepare your data for a mail blend :

  • Make sure the column names on your spreadsheet match the field names you want to insert in your mail merge
  • All data to be merged is present in the first sheet of your spreadsheet
  • All data entries with percentages, currencies, and zip codes are correctly formatted in the spreadsheet so that Word can properly read their values
  • The Excel spreadsheet to be used in the mail merge is stored on your local computer
  • Changes or additions to your spreadsheet are completed before it’s connected to your mail merge document in Word

pace 2 : Create a mail unite document

When creating a mail blend you have the ability to use an existing document/letter .
In Word, open the existing file and press the ‘ Mailings ’ yellow journalism in the independent menu .
On the Mailings tab, choose the ‘ Start Mail Merge ’ button, a number of different types of documents will drop down ( i.e. Letters, E-mail Messages, and so forth ). choose the kind of unite you want to run .
How To Mail Merge_1
now choose the ‘ Select Recipients ’ button and choose ‘ Use an Existing list ’
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Browse to find your Excel spreadsheet you previously saved, and then choose ‘ OK ’ .
NOTE: now the Excel spreadsheet is connected to the mail unite document you ’ re creating in Word .


step 3 : Inserting the blend fields

You will notice menu items are now active that were not previously
You can insert one or more mail unify fields that pull the data from your spreadsheet into your document .
On your Word document, highlight the field you want to populate with the data from Excel.

How To Mail Merge_3
On the Mailings check, choose the ‘ Insert Merge Field ’ button, a list of the column headers on your save excel document will drop down ( i.e. company name, and so forth ). Choose the appropriate field you want to merge and choose Insert .
The highlight field will be replaced with the unite field ( i.e. « Company », etc. )
Repeat footfall 3 for each of the fields you want to merge and choose Close when done .
now choose ‘ Save ’ .


step 4 : Previewing the mail unite

After you insert the unify fields you want you can now preview the results to confirm that the document is set-up the direction you want .
On the Mailings tab, choose ‘ Preview Results ’. The unify fields will be populated with the data on the beginning row of your excel document .
How To Mail Merge_4
To move through the records in your data source and scene how they will appear in the document choose the correctly arrow to advance or the bequeath arrow for the previous record .


tone 5 : unify and Saving your mail blend

On the Mailings yellow journalism, choose the ‘ Finish & Merge ’ button, a list of different types of merges will drop down ( i.e. Edit Individual Documents, Print Documents and Send Email Messages ) choose ‘ Edit Individual Documents ’. A ‘ Merge to New Document ’ pop-up book box will appear, choose ‘ OK ’ .
How To Mail Merge_5
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You will now have a separate letter for each of the rows on the excel document which you can print, electronic mail, etc .


step 6 : Saving your mail unite document

When you are done working with your incorporate documents, save and close it as you would any other Word text file. once closed the chain mail unite template will hush be exposed. If you plan to reuse it in the future, save it and it will stay connected to your data source.

NOTE: A mail blend can just as easily be an electronic mail unify. Add a column to your excel spreadsheet that contains the electronic mail address to send each merged letter to. Under ‘Finish and Merge ‘, choose ‘Send Email Messages ‘ and for the TO specify the column name that contains the electronic mail address and specify the SUBJECT to use .

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