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MAIL MERGE EXCEL HOW TO
MAIL MERGE EXCEL FULL

We’ve had a few enquiries asking for the simplest way to set up labels using text from an Excel spreadsheet. These options can be useful if you need to reprint or edit one or more of the merged documents at any point.Or copy the link! Templates: from Excel to Word in a Mail Merge In each case, you will also be given the option of whether to merge for all recipients, only the one selected via the preview, or a range of recipients. This will require having recipients’ email addresses in your spreadsheet. Send Email Messages – Use to send your mail merged document via email.Print Documents – Sends the documents to be printed.This is useful if you need to customise them further with information not in the spreadsheet. Edit Individual Documents – Use this to view and edit each version separately.Previewing results.įinally, when you’re happy everything is correct, click Finish & Merge. You can even cycle through each recipient from the spreadsheet to check them separately, if required. Before you do, though, you can click Preview Results to see how the finished document will look. When your template is ready, you’ll be able to run a mail merge. You can check that this information is correct by clicking Match Fields to open a new menu.Īll you need to do, then, is insert these fields into your document. So, for example, if the first column in your spreadsheet is ‘FIRST NAME’, Microsoft Word will draw on this for a field called FIRST_NAME. These ‘fields’ are each linked to a column in your spreadsheet. Insert Merge Field – Adds a single field of information from your spreadsheet.Greeting Line – Adds a salutation (e.g.Address Block – Adds a formatted address block to the document.

Highlight Merge Fields – Used to make fields stand out from other text.You do this via Mailings > Write & Insert Fields, and your options here include: However, to enable the mail merge, you will also need to add ‘fields’ anywhere that you want to insert information from your spreadsheet. Thank you for subscribing to our newsletter!Īfter this, type your template just as you would any document in Microsoft Word. If you are writing a letter, for example, you would pick ‘Letters’ from this list. As part of this, you can choose a document type by going to Mailings > Start Mail Merge and selecting an option from the dropdown menu. If you haven’t already, you can now create a template document. Creating a Template Document Selecting a document type.

MAIL MERGE EXCEL FULL

You can then click Edit Recipient List to view the full list of recipients and, if required, remove entries from the mail merge. This will link your document to the selected workbook.

Picking the sheet with the required information and clicking OK.

Selecting Use an Existing List and finding your Excel spreadsheet.

Going to Mailings > Start Mail Merge > Select Recipients.

Opening a new document (or a pre-saved template).

To import information from your data source, you will need to select it in Microsoft Word by: Selecting a Data Source in Microsoft Word When you have added all the required information, save your spreadsheet and open Microsoft Word.

Make sure all relevant data is included in the first sheet of your workbook.

first name, surname, address, postcode, phone number).

Create a column for each piece of custom information you want to include in your letter (e.g.

The key is to set up your spreadsheet so that Microsoft Word can ‘read’ it easily. For now, though, we’ll focus on using Excel. In each case, this is where it finds the information to insert into a document (e.g. Microsoft Word can use an Excel spreadsheet, an Outlook contacts list or an Access database as a data source for a mail merge.

MAIL MERGE EXCEL HOW TO

In particular, we will look at how to do this when using an Excel spreadsheet as a data source. In this post, we’ll look at the basics of using mail merge. If, for example, you are sending the same letter to everyone on a mailing list, you can use mail merge to add their names and addresses at the touch of a button rather than typing each one out separately. The mail merge function in Microsoft Word lets you insert information into a template document. How to Use Mail Merge with Excel in Microsoft Word