How to Create a Mail Merge Using Microsoft Excel

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Mail merge is a great tool for creating letters, certificates, labels etc. Mail Merge is a great feature in Microsoft Excel, that automatically generate letters, postcards, emails, flyers and countless other marketing materials to keep in touch with your current and prospective clients. Mail merge is used to generate multiple documents at once, therefore, mail merge is a time-saving tool. There are three documents involved in the mail merge process, they are main document, data source, and merged document.

How to Mail Merge Using an Excel Spreadsheet on Windows Platform?

In Excel:

  • Got to a new excel spread sheet, name the columns you need and match the field names you want to insert in your mail merge.
  • Make sure that all the data to be merged is present in the first sheet of your spreadsheet.
  • If any symbols are there then make sure that the percentages, currencies, and postal codes are correctly formatted in the spreadsheet so that Word can properly read their values.
  • Now save the Excel spreadsheet on your pc.
  • Make sure that if there are any changes to your spreadsheet are completed before the spreadsheet is connected to the mail merge document in Word.

In Word:

  • Open a new Microsoft Word document, and click on the Mailings menu from the main menu.
  • In the Start Mail Merge menu click the start mail merge option, click on the step by step mail merge wizard.
  • In step by step mail merge wizard, we have the options of selecting the types of document, so select the required one and click the next starting document which is present at the bottom.
  • In next starting document menu, we have an option to select the document, so you can select the blank document or any other. After selecting the document on the next select recipients option which is present at the bottom.
  • Here, in select recipients menu,  we have an option to select the list therefore, if you have an existing list then you can add by selecting the use an existing list or else you can create a new list by clicking on the create option.
  • Since, we are using it for first time, so let us assume that we have selected Create option. After clicking on create you will be directed to the New Address List dialog box where you can create a new list of addresses. After creating the list click on ok to save the list.
  • Now, upon selecting the Edit recipient list opens up the Mail Merge Recipients dialog box, where we can edit the list and select or unselect records. After complete then click OK to accept the list as it is.
  • Now click on the Next Write Letter option which is present at the bottom.
  • Complete the letter here, and click on the Address block to add the recipients’ addresses at the top of the document.
  • Here in the Insert Address Block dialog box, we have ab option to check or uncheck boxes and to select the options on the left until the address appears the way you want it to.
  • Here, we have chance to edit or correct if there are any problems, so by clicking Match Fields, you will be directed to the Match Fields dialog box, where you can associate the fields from your list with the fields required by the wizard and click on the OK button.
  • Now to add a greeting, we add by clicking enter button and by clicking Greeting Line option.
  • Upon clicking the Greeting lines option you will be directed to the Insert Greeting Line dialog box, where you can choose the greeting line format by clicking the drop-down arrows and selecting the options of your choice, and then click OK.
  • After checking whether the address block and the greeting line are surrounded by chevrons then click Next: Preview your letters.
  • After watching the preview, click Next complete merge option
  • We have an option of printing, if you want you can take the print by clicking on the Print option.
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How to Mail Merge Using an Excel Spreadsheet on IOS Platform?

In Excel:

  • Got to a new excel spread sheet, name the columns you need and match the field names you want to insert in your mail merge.
  • Make sure that all the data to be merged is present in the first sheet of your spreadsheet.
  • If any symbols are there then make sure that the percentages, currencies, and postal codes are correctly formatted in the spreadsheet so that Word can properly read their values.
  • Now save the Excel spreadsheet on your pc.
  • Make sure that if there are any changes to your spreadsheet are completed before the spreadsheet is connected to the mail merge document in Word.

In Word:

  • Open a new Microsoft Word document, and click on the Mailings menu from the main menu.
  • In the Start Mail Merge menu click the start mail merge option, click on the step by step mail merge wizard.
  • In step by step mail merge wizard, we have the options of selecting the types of document, so select the required one and click the next starting document which is present at the bottom.
  • In next starting document menu, we have an option to select the document, so you can select the blank document or any other. After selecting the document on the next select recipients option which is present at the bottom.
  • Here, in select recipients menu,  we have an option to select the list therefore, if you have an existing list then you can add by selecting the use an existing list or else you can create a new list by clicking on the create option.
  • Since, we are using it for first time, so let us assume that we have selected Create option. After clicking on create you will be directed to the New Address List dialog box where you can create a new list of addresses. After creating the list click on ok to save the list.
  • Now, upon selecting the Edit recipient list opens up the Mail Merge Recipients dialog box, where we can edit the list and select or unselect records. After complete then click OK to accept the list as it is.
  • Now click on the Next Write Letter option which is present at the bottom.
  • Complete the letter here, and click on the Address block to add the recipients’ addresses at the top of the document.
  • Here in the Insert Address Block dialog box, we have ab option to check or uncheck boxes and to select the options on the left until the address appears the way you want it to.
  • Here, we have chance to edit or correct if there are any problems, so by clicking Match Fields, you will be directed to the Match Fields dialog box, where you can associate the fields from your list with the fields required by the wizard and click on the OK button.
  • Now to add a greeting, we add by clicking enter button and by clicking Greeting Line option.
  • Upon clicking the Greeting lines option you will be directed to the Insert Greeting Line dialog box, where you can choose the greeting line format by clicking the drop-down arrows and selecting the options of your choice, and then click OK.
  • After checking whether the address block and the greeting line are surrounded by chevrons then click Next: Preview your letters.
  • After watching the preview, click Next complete merge option
  • We have an option of printing, if you want you can take the print by clicking on the Print option.

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