How to mail merge from excel

Answer

To mail merge from Excel to Word, create a Word “main document” and link it to an Excel workbook that contains a single header row and the data rows beneath; then insert merge fields in Word where you want Excel values to appear, preview records, and finish the merge to print or send messages. 

Prerequisites

1. Use Excel where the first row is the header row (field names). 

2. Keep each column one type of data (names, addresses, numeric fields). 

3. Save the workbook locally on your computer before connecting from Word. 

4. Use Word that supports mail merge (most modern Word versions on Windows and Mac). 

Step-by-step: Mail merge letters, labels, envelopes, or email messages

1. Open the Excel workbook and confirm the first sheet contains the header row with clear field names (for example: FirstName, LastName, Email, Address). 

2. Save and close Excel.

3. Open Word and create or open the document you want to personalize.

4. In Word, go to Mailings → Start Mail Merge and choose the document type: Letters, E-mail Messages, Envelopes, Labels, or Directory. 

5. Choose Select Recipients → Use an Existing List, browse to the Excel file, pick the correct worksheet or named range, then click OK. 

6. Place the cursor where a personalized value should appear, then choose Insert Merge Field and pick the field name from your Excel header. Repeat for every field needed. 

7. Use Preview Results to move through records and confirm values appear correctly. Use Edit Recipient List to include or exclude rows, and to sort or filter recipients. 

8. When satisfied, use Finish & Merge: choose Print Documents to create printed letters/labels/envelopes, or choose Send E-Mail Messages to send personalized emails. For email merges, specify the field that contains recipients’ addresses, the subject line, and choose HTML or Plain Text. 

Windows vs Mac differences

1. Windows: The Mailings tab contains Start Mail Merge, Select Recipients, Insert Merge Field, Preview Results, and Finish & Merge. This flow is the standard approach in recent Windows Word builds. 

2. Mac: Recent Word for Mac versions include the Mailings tab with similar commands. Legacy Word for Mac versions used a Mail Merge Manager that organizes the same steps in a single pane. Use the modern Mailings commands in the current Word for Mac; use Mail Merge Manager only on very old Mac Office builds. 

Prepare your Excel data — practical rules

1. Use a single header row with simple names (no punctuation or merged cells). 

2. Put all merge data on the workbook’s first sheet or use a named range that includes only the rows you want to merge. 

3. Format numeric columns appropriately: format currency and dates in Excel only when Word should display formatted values; convert to text when necessary to avoid unwanted transformations (for example, postal codes that begin with zero). 

4. Remove totals, subtotals, or blank rows inside the table.

5. Clean and standardize data (consistent capitalization, no stray spaces, consistent date formats).

Common troubleshooting and fixes

1. Problem: Word shows Table1$ or strange characters. Fix: Confirm the correct worksheet was selected and that the header row exists in the first row of that range. 

2. Problem: Postal codes lose leading zeros. Fix: Format that column as Text in Excel before connecting to Word. 

3. Problem: Currency or percentage formats appear incorrect. Fix: Preformat in Excel or use Word formatting switches for merge fields when advanced formatting is required. 

4. Problem: Email merge not sending. Fix: Confirm Outlook is installed and configured as Word uses the default mail client to send messages, or export personalized messages to individual files and use a mail-sending platform. 

Advanced tips

1. Use the Mailings → Rules menu for conditional text (for example show “Dear Dr.” when a title field contains “Dr”). 

2. Use named ranges in Excel to limit which rows Word treats as the data source. 

3. Use Merge to New Document to generate a single Word file containing all merged records for inspection before printing or mailing. 

Can I send merged emails directly from Word?

Yes. You can send merged emails directly from Word by choosing Mailings → Start Mail Merge → E-mail Messages and then Finish & Merge → Send E-Mail Messages; Outlook must be configured as the default mail client on your computer. Specify the Excel column that contains recipient addresses and a subject line. 

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