Excel mail merge tool

You can then either type the letter in the document window or wait until the wizard prompts you to do so in a later step. In the Start from existing box, select the document that you want, and then click Open.

If you do not see the document, click More files , and then click Open. In the Open dialog box, locate the document that you want, and then click Open. Under Select recipients , click Use an existing list. In the Select Data Source dialog box, locate and then click the Excel worksheet that you want to use. By default, Word opens the "My Data Sources" folder.

If your Excel worksheet contains information about multiple tabs, select the tab that contains the information that you want, and then click OK. All entries in the data source appear in the Mail Merge Recipients dialog box. Here, you can refine the list of recipients to include in the merge. In the Mail Merge Recipients dialog box, select the recipients that you want to include. To do this, use one of the following methods:.

Use the check boxes to designate recipients. This method is most useful if the list is short. Click to select the check boxes next to the recipients that you want to include, and then click to clear the check boxes next to the recipients that you want to exclude.

Note If you know that you want to include most of the list in your merge, click Select All, and then click to clear particular records. Similarly, if you want to include only a few records in the list, click Clear All, and then select the records that you want. Sort items in the list. This method is useful if you want to see items in alphabetical or numeric order.

Click the column heading of the element by which you want to sort. For example, if you want to display the list alphabetically by last name, click the Last Name column heading. Filter items in the list. This method is useful if the list contains records that you know you do not want to see or include in the merge. After you have filtered the list, you can use the check boxes to include and exclude records, as described earlier.

To filter the list, follow these steps:. Nonblanks : This option displays all the records in which the corresponding field contains information. If the data source contains records that share the same information, and if there are 10 or fewer unique values in the column, you can filter by specific information. For example, if there are multiple addresses that list Australia as the country, you can filter by Australia. The Mail Merge Recipients dialog box displays only the designated records.

To display all the records again, click All. For advanced sorting and filtering, click the arrow next to any column name, and then click Advanced. Use the Filter Records and Sort Records tabs to set up the sorting or filtering query that you want. If you have installed address validation software, click Validate in the Mail Merge Recipients dialog box to validate your recipients' addresses.

Word uses the recipients that you designated for the merge. If you have not already done this, type the text that you want to appear in every form letter in the main document. Insert merge fields where you want to merge names, addresses, and other information from the data source. To insert merge fields, follow these steps:. In the Insert Address Block dialog box, select the address elements that you want to include and the formats that you want, and then click OK.

For help on an option, click the question mark, and then click the option. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the address block. Click the arrow next to not available , and then select the field from your data source that corresponds to the field required for the mail merge. Select the greeting line format that includes the salutation, name format, and following punctuation. Select the text that you want to appear in the cases in which Word cannot interpret the recipient's name.

For example, Word cannot interpret the name when the data source contains no first or last name for a recipient, but only a company name. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the greeting line.

Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source's fields do not have the same name as your fields. Click Database Fields to select from fields that always take data directly from a column in a database. If the Match Fields dialog box appears, Word may not be able to find some of the information it needs to insert the field. Note If you insert a field from the Database Fields list, and if you later switch to a data source that does not have a column with the same name, Word cannot insert that field information into the merged document.

You are using an unsupported browser. Please update your browser to the latest version on or before July 31, There are three documents involved in the mail merge process: Your main document Your data source Your merged document NOTE: The examples shown below contain sample screen shots from Microsoft Word Step 1: Create your Excel Spreadsheet The most important step in the mail merge process is to set up and prepare your data.

Step 3: Inserting the merge fields You will notice menu items are now active that were not previously You can insert one or more mail merge fields that pull the information from your spreadsheet into your document.

On your Word document, highlight the field you want to populate with the data from Excel. The highlighted field will be replaced with the merge field i. Choose the. In the preview window, select Transform Data. Select Replace current.

Repeat steps 5 - 7 as needed. Notes: The available formats are General , Text , and Date. Step 1: Set up your data source in Excel If you're already using an Excel spreadsheet as your data source for a mail merge in Word, go to Step 2 in this topic. Open Excel, and on the Data tab, choose From Text. In the Text Import Wizard , choose Next. Note: Save your spreadsheet with a new file name. Need more help? Expand your skills. Get new features first. Was this information helpful? Yes No.

Thank you! Any more feedback? The more you tell us the more we can help. Can you help us improve? Resolved my issue. Clear instructions. Easy to follow. No jargon. Pictures helped. A pop-up window appears: You can now select the spreadsheet you want to use for the mail merge from the Google Sheets drop-down list.

It will also insert their email IDs into the To field of a new email. Now you can compose your email using the advanced personalization features of GMass. To access these personalization settings, click on the settings arrow in the GMass button. However, unlike the GMass method, it can be a little more confusing. Here are six things to keep in mind when formatting your Excel workbook for a data merge with your Word document: The column header of your Excel table must contain the field names you want to use in your mail merge template.

Organize your Excel data to have one record per row. Your data must start in cell A1 in the Excel worksheet. All edits to your Excel document must be done before initiating the mail merge with your main document. Your Excel workbook must be stored on your computer. Data entries with numerical values such as currencies, postal codes, percentages, dates, etc. To do this, you need to: Select the column that contains the numerical value. Click on Home and go to the Number section.

Click on the Number Format box and choose the required format from the drop-down menu that appears. Select the Mailings tab and click on Start Mail Merge group.

A drop-down list showing every different document type pops-up. For example, the wizard lets you instantly select the starting document for your mail merge as shown here: Type in the letter you want to send to your mail merge recipients.

Step 3: Select Your Recipient List After composing your letter, you need to choose the list of mail merge recipients for it. From the drop-down menu that appears, click on Use an Existing List. A dialog box pops-up. Select the Excel file you want to use as the contact list for your letter and click Open. Choose the Excel worksheet you want to merge with the Word document and click OK.

If you want to edit your mailing list, choose Edit Recipient List. Step 4: Add Personalized Content to Your Letter Now you can add personalized content such as recipient names and addresses to your letter.

Insert Mail Merge Fields — add other mail merge labels from your Excel worksheet. An address tag will be automatically added to your Word document, as shown in the picture below: Insert Greeting Line Click on Greeting Line from the menu bar, choose the format you want to use, and click OK.

A greeting tag «GreetingLine» will be automatically inserted into your letter. These fields are the column labels in your Excel sheet.