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- Prepare recipient list. The first thing to do is to prepare a recipient list by creating an Excel spreadsheet that contains information about some of your friends you want to send the email messages.
- Write the email message in Word. After creating the Excel spreadsheet, let’s proceed to create a Christmas message on Microsoft Word. Open a new Microsoft Word document and type a short message like this.
- Start the mail merge. Now that our data in the Excel spreadsheet and message in the Word document are ready, we can start the mail merge process. It’s a little tricky but you don’t need to worry.
- Add Placeholders. The information you entered on your Excel spreadsheet can now be used in your message. For example, to make this email message more personal, you can add a greeting line before the content of your message 👋
- Overview
- Connect and edit the mailing list
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Here are some tips to prepare your Excel spreadsheet 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.
The Excel spreadsheet to be used in the mail merge is stored on your local machine.
Connect to your data source. For more info, see
Data sources you can use for a mail merge
, clear the check box next to the name of any person who you don't want to receive your mailing.
You also can sort or filter the list to make it easier to find names and addresses. For more info, see
Sort the data for a mail merge
Filter the data for a mail merge
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This article explains how to use the Mail Merge feature in Microsoft Word to create and to print form letters by using data from a Microsoft Excel worksheet. When you use the Word Mail Merge feature, Word merges a main document with a recipient list to generate a set of output documents:
Jul 5, 2024 · Step 1: Prepare Your Excel Spreadsheet. Ensure that your Excel spreadsheet has all the necessary data for the mail merge, including column headers. Make sure each column header is clearly labeled, like First Name, Last Name, Email, etc. This makes it easier to map your data later on.
Aug 24, 2023 · Go to the previous field. Alt+Shift+E. Edit the mail merge document. Note, this will break the connection between your Excel file and Word document, as a result your mail merge source won't be automatically updated any longer. Alt+Shift+F. Insert a merge field from your mail merge source. Alt+Shift+M.
- Svetlana Cheusheva
Jul 5, 2024 · Step 1: Create your Excel list. First, create an Excel spreadsheet with the data you want to include in your mail merge. Make sure your columns are labeled clearly, like "First Name," "Last Name," "Address," etc. Each row will represent a different entry, such as a person you’re sending a letter to.
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Jul 8, 2024 · Step 2: Open Microsoft Word and Start the Mail Merge Wizard. Go to the "Mailings" tab in Word and click "Start Mail Merge," then select "Step-by-Step Mail Merge Wizard." The wizard is super helpful—it guides you through the process. You’ll be asked what type of document you’re working on, such as letters, envelopes, or labels.
