How do i mail merge from excel to word
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Mail merge is a process that allows you to create personalized documents, emails, or labels by linking data from Excel into Word. This process saves time when sending bulk letters, invoices, or certificates.
Step 1: Prepare the Excel file
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Open Excel and organize your data in a table format.
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Ensure the first row contains column headers (e.g., First Name, Last Name, Email, Address).
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Avoid blank rows or columns.
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Save the file in
.xlsxor.xlsformat.
Example:
| First Name | Last Name | Address | City | ZIP Code |
|---|---|---|---|---|
| John | Smith | 123 Maple St. | Springfield | 62701 |
| Mary | Johnson | 456 Oak Ave. | Lincoln | 68508 |
Step 2: Start the mail merge in Word
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Open Microsoft Word.
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Go to the Mailings tab in the ribbon.
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Click Start Mail Merge and select the type of document:
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Letters
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Emails
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Envelopes
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Labels
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Directory
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Step 3: Select recipients
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Click Select Recipients in the Mailings tab.
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Choose Use an Existing List.
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Locate and select your Excel file.
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If prompted, select the worksheet that contains your data and ensure the First row of data contains column headers option is checked.
Step 4: Insert merge fields
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Place your cursor where you want personalized information to appear.
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Click Insert Merge Field in the Mailings tab.
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Select the column name from your Excel file (e.g.,
First_Name,Last_Name).
Example sentence in Word:
Dear «First_Name» «Last_Name»,
Step 5: Preview the merge
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Click Preview Results in the Mailings tab.
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Use the arrow buttons to scroll through different records and verify that the information is pulling correctly from Excel.
Step 6: Complete the merge
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Click Finish & Merge in the Mailings tab.
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Choose one of the following:
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Edit Individual Documents – creates a new Word file with all merged letters.
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Print Documents – sends letters directly to the printer.
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Send Email Messages – sends personalized emails if you have email addresses in Excel.
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Step 7: Save your work
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Save your Word document to preserve the merge setup.
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Keep your Excel file unchanged for future merges.
Tips for a successful mail merge
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Ensure Excel data is clean: no merged cells, no extra spaces, and consistent formats.
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Avoid using formulas as merge fields unless values are finalized.
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Test with a small sample first before merging a large dataset.
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Always double-check addresses or emails to avoid errors in mass mailings.
This method works similarly on both Windows and Mac, but on Mac:
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The Mailings tab is under the Tools menu in older Word versions.
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Some menu names may slightly differ, but the sequence of Start Mail Merge → Select Recipients → Insert Merge Fields → Finish & Merge is consistent.
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