How to Mail Merge with Excel in Word? [Easy Steps]
Mail merge in Word allows you to combine a main document with a data source, usually an Excel file. The main document contains the standard content, while Excel holds the variable information like names, email addresses, or phone numbers. Word pulls this data from Excel and generates multiple personalized documents automatically.
If you regularly create letters, certificates, invoices, labels, or emails for multiple people, manually editing each document can be frustrating and error-prone. This is where Mail Merge in Microsoft Word with Excel becomes extremely useful. By connecting Word to an Excel spreadsheet, you can automatically insert names, addresses, and other personalized details into a single document template.
In this guide, you will learn how to mail merge with Excel in Word!
How to Mail Merge with Excel in Word? [Easy Steps]
Mail merge with Excel in Word is done by preparing an Excel sheet with recipient data, creating a Word document template, connecting the Excel file as a data source, inserting merge fields, and completing the merge to generate personalized documents. The process saves time and ensures accuracy when creating multiple customized documents at once.
Now, let us go through each step carefully so you can complete the mail merge without any issues.
Step 1: Prepare the Excel File Correctly
The first and most important step is preparing your Excel data source. Open Microsoft Excel and create a new worksheet.
In the first row, enter clear column headings such as First Name, Last Name, Email Address, Company, or Address. These headings will later appear as merge fields in Word, so avoid spaces at the beginning or special characters.
Each row below the headings should contain data for one person only. Make sure there are no completely blank rows or columns in between the data. Save the Excel file in a location you can easily find later, such as the Desktop or Documents folder.
Properly formatted Excel data ensures Word can correctly identify and use the information during the mail merge process.
Step 2: Create or Open the Word Document
Next, open Microsoft Word and create a new blank document or open an existing document that you want to use for mail merge. This document will act as your main document.
Type the common content that will be the same for all recipients. For example, this could be the body of a letter, a notice, or a certificate message. Do not manually type names or addresses yet. These will be inserted automatically using merge fields later.
Once your document content is ready, save the Word file before proceeding to the next step.
Step 3: Start the Mail Merge in Word
In Word, go to the Mailings tab from the top menu. This tab contains all the tools required for mail merge.
Click on Start Mail Merge and choose the type of document you want. Common options include Letters, Envelopes, Labels, and Email Messages. For beginners, selecting Letters is the easiest way to understand the process.
Once selected, Word prepares the document for mail merge mode.
Step 4: Connect Word to the Excel File
Now you need to link your Word document to the Excel spreadsheet. In the Mailings tab, click on Select Recipients, then choose Use an Existing List.
Browse to the location where you saved your Excel file and select it. Word may ask you to choose a worksheet if the Excel file contains multiple sheets. Select the correct sheet and make sure the option for the first row containing headers is enabled.
After this step, Word successfully connects to your Excel data source.
Step 5: Insert Mail Merge Fields
This is the step where personalization happens. Place your cursor in the Word document where you want to insert variable data, such as the recipient’s name or address.
Click on Insert Merge Field in the Mailings tab. You will see a list of column names from your Excel file. Select the required field, such as First Name or Address.
Repeat this process wherever personalization is needed. For example, you might insert First Name in the greeting and Company Name in the body of the letter.
These merge fields act as placeholders that Word will later replace with actual data from Excel.
Step 6: Preview the Mail Merge Results
Before finalizing the documents, it is important to preview the results. Click on Preview Results in the Mailings tab.
Word will display the first merged document using real data from Excel. You can use the navigation arrows to move through different records and check if names and other details are appearing correctly.
If you notice formatting issues or incorrect data placement, turn off preview mode and make necessary corrections in the document or Excel file.
Step 7: Complete the Mail Merge
Once you are satisfied with the preview, it is time to finish the process. Click on Finish and Merge in the Mailings tab.
You can choose to edit individual documents, print the merged documents directly, or send them via email if you selected email messages. Selecting edit individual documents creates a new Word file containing all personalized copies.
This final step completes the mail merge process and generates all documents automatically.
Step 8: Save and Reuse the Mail Merge Setup
After completing the merge, save both the Word document and the Excel file. This allows you to reuse the setup in the future by simply updating the Excel data.
Reusing a mail merge template saves time and ensures consistency, especially for recurring tasks like monthly notices or event invitations.
Faqs
What is mail merge used for?
Mail merge is used to create multiple personalized documents at once by combining a Word template with data stored in Excel or another data source.
Can I use mail merge for emails?
Yes, Word mail merge can be used to send personalized emails by selecting Email Messages during the start mail merge step.
Do I need the same version of Word and Excel?
It is recommended to use compatible versions of Microsoft Word and Excel, such as both from Microsoft 365 or Office 2019, to avoid errors.
Why are my merge fields not showing data?
This usually happens due to blank rows in Excel, incorrect column headings, or selecting the wrong worksheet during the connection step.
Can I edit individual documents after a mail merge?
Yes, choosing edit individual documents creates a new Word file where each merged document can be edited separately.