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Use mail merge for bulk email, letters, labels, and envelopes.How to Mail Merge from MS Word and Excel (Updated Guide) |
How to Use Mail Merge in Word - Similar Posts
Select the ones that work best for you, observe the results in the Preview section and click OK. To switch to the next or previous recipient, use the right and left arrows. When done, the merge field placeholders will appear in your document like shown in the screenshot below:. In other situations, you may wish to insert more merge fields to personalize your letters a little further.
To do this, place the cursor exactly where the personal information should appear in the letter, click the Insert Merge Field button on the ribbon, and choose the field from the drop-down list.
If a merge field is inserted within the text, make sure there are spaces on both sides of it:. Once saved, the file will stay connected to your Excel mailing list.
When you want to use the mail merge document again, open it and click Yes when Word prompts you to retain that connection. In addition to the options accessible on the ribbon, the same features are available in the form of the Mail Merge Wizard.
Once clicked, the Mail Merge pane will open on the right side of your document and walk you through the process step-by-step. In my opinion, working with the ribbon is more convenient as it lets you use exactly the feature you need at the moment.
When doing the mail merge for the first time, the wizard's step-by-step guidance may come in helpful. For Word Mail Merge to recognize fields correctly, you need to be very specific with the column names in your Excel file. This is especially true for the Address Block and Greeting Line features.
If your data source in Excel has different column names, you will have to match the fields manually. Here's how:. In the screenshot below, we've matched the Street column from our Excel source data file to the Address 1 : Mail Merge shortcuts If you do a mail merge in Word on a regular basis, learning a few shortcuts can save you quite a lot of time and make you more productive.
Hopefully, this information has been helpful, and now you know how to perform mail merge from Excel to Word correctly. Thank you for reading! Mail Merge basics Prepare Excel spreadsheet for Mail Merge How to mail merge from Excel to Word Mail merge step-by-step wizard How to match fields in mail merge Mail merge shortcuts Mail Merge basics A mail merge may look like a daunting task, but in fact the process is pretty simple.
To get a grasp of the basics, you can think of it in terms of 3 documents. Excel source file with information about the recipients such as names, addresses, emails, etc. Word document with codes for the personalized fields. Live Online Classes. Private Classes. Self-Paced Training. Enterprise Training. All Training Options. Purchase Courseware. About Us. Sign In. Contact Us. All Rights Reserved.
Catalog Microsoft Word. Select your document type. In this demo we will select Letters. Click Next: Starting document. Select the starting document. Ensure that you select the worksheet your contacts are stored in. Your contacts will be listed. If you do not want to include them all in the mail merge, remove the tick next to their name.
The refine recipients list area contains options to help you sort and organize your contact list. Sort contacts alphabetically, filter out contacts, find duplicate entries or specific recipients. Merge fields are essentially the column headings from your source data file; in this case, the Excel spreadsheet.
They are used to personalize each letter to the individual. In this example, I am going to add an address block to the top of the letter, a greeting line and an individual merge field in the body of the letter. Ensure that your mouse is clicked at the top of the letter. You can see what each option looks like in the preview pane on the right.
Use the arrows to scroll through your contacts.
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