Mail Merge Using Word and Excel
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Mail merge is used to create personalized multiple documents—such as labels, letters, envelopes or
other documents. These documents have identical layout, formatting, text, and graphics, and only specific
sections of each document varies for personalization.
There are three documents involved in the mail merge process:
1. Your main Word document (letter, labels, etc.)
2. Your data source (Excel file)
3. Your merged document (end product in Word)
Step 1: Prepare data in Excel for mail merge
The most important step in the mail merge process is to set up and prepare your data. You'll use your
Excel spreadsheet as the data source for the recipient list.
Here are some tips to prepare your data for a mail merge. Make sure:
Column names in your spreadsheet match the field names you want to insert in your mail merge.
For example, to address readers by their first name in your document, you'll need separate
columns for first and last names.
All data to be merged is present in the first sheet of your spreadsheet.
Data entries with percentages, currencies, and postal codes are correctly formatted in the
spreadsheet so that Word can properly read their values.
Changes or additions to your spreadsheet are completed before it's connected to your mail
merge document in Word.
Step 2: Start the mail merge
1. In Word, choose File > New > Blank document.
2. On the Mailings tab, in the Start Mail merge group,
choose Start Mail Merge, and then choose the kind of
merge you want to run.
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3. Choose Select Recipients > Use an Existing
List.
4. Browse to your Excel spreadsheet, and then choose Open.
5. If Word prompts you, choose Sheet1$ > OK.
NOTE: Now the Excel spreadsheet is now connected to the mail merge document you’re creating
in Word.
Edit your mailing list if needed—removing anyone you don’t want included in the mail merge.
a) Choose Edit Recipient List.
b) In the Mail Merge Recipients dialog box, clear the
check box next to the name of any person who you
don't want to receive your mailing.
NOTE: You also can sort or filter the list to make it easier to
find names and addresses. For more information about
sorting and filtering items.
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Step 3: Insert a merge field
You can insert one or more mail merge fields that pull the information from your spreadsheet into your
document.
To insert an address block for an envelope, a label, an email message, or a letter
a) On the Mailings tab, in the Write &
Insert Fields group, choose Address
Block.
b) In the Insert Address Block dialog box,
choose a format for the recipient's name
as it will appear on the envelope.
c) Choose OK.
d) Choose File > Save.
To insert a greeting line in an email message or a letter
a) On the Mailings tab, in the Write &
Insert Fields group, choose Greeting
Line.
b) In the Insert Greeting Line dialog box,
do the following:
a. Under Greeting line format,
change the salutation if necessary
by choosing the greeting (Dear is the default), the format for the recipient name, and the
ending punctuation (a comma is the default); and
Mail Merge Using Word and Excel
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b. Under Greeting line for invalid recipient names, choose an option in the salutation
list.
c) Choose OK.
d) Choose File > Save.
To insert data from your spreadsheet in a label, letter, or email message.
a) On the Mailings tab, in the Write & Insert Fields group, choose Insert Merge Field.
b) In the Insert Merge Field dialog box, under Fields, choose a field name (column name in
your spreadsheet), and then choose Insert.
c) Repeat step 2 as needed, and choose Close when done.
d) Choose File > Save.
Step 4: Preview and finish the mail merge
After you insert the merge fields you want, preview the results to confirm that the content is okay.
and then you're ready to complete the merge process.
1. On the Mailings tab, choose Preview Results.
2. Choose the Next or Previous record button to move
through records in your data source and view how the records
will appear in the document.
3. In the Finish group, choose Finish & Merge, and
choose Edit Individual Documents. This will allow you to
save the document before sending it directly to the printer.
Step 5: Save your mail merge
When you save the mail merge document, it stays connected to your data source. You can reuse the mail
merge document for your next bulk mailing.
Open the mail merge document and choose Yes when Word prompts you to keep the connection.
