Mail merge is a supported feature in the Microsoft Office suite, and you can utilize it to send out multiple emails from Microsoft Word using an Excel workbook. If you’re using Excel to build your source document, you simply need to produce a table of all the pertinent information that might be included in this Mail Merge, or a future mailing. Mail Merge from Excel to Word can be a real time-saver when it comes to sending large mailings. It lets you quickly create custom letters, emails or mailing labels in Word by merging the information you already have in your Excel spreadsheet. This tutorial provides an overview of the main features and explains how to do a mail merge from Excel step-by-step. • • • • • Mail Merge basics Doing a mail merge may look like a daunting task, but in fact the process is pretty simple. It may help to get the insight, if you think of the mail merge process in terms of 3 documents. • Word mail merge document with codes for the personalized fields. ![]() Should you get antivirus for mac pro. • Excel mail merge source file with information about the recipients, one row for each recipient. • The final Word document with the personalized letters, emails, envelops etc. The goal of the mail merge is to combine the data in File 1 and File 2 to create File 3. Preparing the Excel spreadsheet for Mail Merge When you run a mail merge, your Excel file will get connected to your Word mail merge document, and Microsoft Word will be pulling the recipients' names, addresses and other details directly from your Excel worksheet. So, before starting the merge in Word, make sure your Excel file has all the information you want to include such as first names, last names, salutations, zip codes, addresses, etc. If you want to add more contacts or other information, you'd better make the changes or additions in your Excel sheet now before running the mail merge. Important things to check: • The columns in your Excel sheet should match the fields you want to use when doing a mail merge. For instance, if you want to address your readers by the first name, be sure to create separate columns for first and last names. If you want to sort the recipients by state or city, verify that you have a separate State or City column. • If your Excel file includes dates, times, currency values, or postal codes that begin or end in 0, see how to correctly. • If you create an Excel spreadsheet by importing information from a.csv or a.txt file, then use the Text Import Wizard, as explained in. • If you want to export Outlook contacts, the following article may be helpful -. How to mail merge from Excel to Word When your Excel spreadsheet is set up and reviewed, you are ready to run the mail merge. In this example, we will be merging the letter with a recipient list in Word 2010. If you are using Word 2013 or Word 2016, the steps will be exactly the same. • If you have already composed your letter, you can open an existing Word document, otherwise create a new one. • Choose what kind of merge you want to run. Switch to the Mailings tab > Start Mail Merge group, and select the mail merge type - letters, email messages, labels, envelopes or documents. We are choosing Letters. • Select the recipients. On the Mailings tab, click Select Recipients > Use Existing List. • Connect your Excel spreadsheet and Word document. By setting the connection between your Excel sheet and the Word document you ensure that your mail merge data source will be automatically updated each time you make changes to the Excel file that contains the recipients data. In the Select Data Source dialog, browse to your Excel sheet and click Open. If Word prompts you to select a table, do this and click OK. • If you want to include only some of your Excel entries, then click the Edit Recipient List button in the Start Mail Merge group. The Mail Merge Recipients dialog opens and you check or uncheck checkboxes to add or remove the recipients from the mail merge. Tip. You can also sort, filter and dedupe the recipients list as well as validate the email addresses by clicking the corresponding option under the Refine Recipients List section. Okay, we are finished with the recipients list and you are ready to start on the letter. Type the text as you usually do in a Word document or copy/paste from an external source. • Add placeholders. Now you need to add placeholders for the Address Block and Greeting Line for Mail Merge to know exactly where to add the data. To add a placeholder, click the corresponding button on the ribbon Mailing > Write & Insert Fields. Depending on the placeholder you are adding, a dialog box will appear with various options. Select the desired options, verify the results under the Preview section and click OK. You can use the right and left arrows to switch to the next or previous recipient's preview. When done, the corresponding placeholder will appear in your document, as shown in the screenshot below: For some letters, adding only the Address block and Greeting line will suffice. When the letter is printed out, all the copies will be identical except for the recipients' names and addresses.
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