TUTORIAL TO CREATE A MAIL MERGE LETTER USING A PREVIOUSLY CREATED SOURCE FILE IN EXCEL

Previously you completed a mail merge where both documents were created in MS Word. In this case the
mailing list / source file will be created in MS Excel. Here are the steps. In this example, the manager of a
company is sending internal mail to other employees.

1. Create the source file / mailing list in MS Excel. Save it using an appropriate name.
2. Complete the top section of the letter. i.e. create the letterhead with the name, address and other
relevant information. Note that your design may vary from the example below.

3. The next step is to start the mail marge wizard so that you can link the two files and add the fields.

4. In the task pane on the right, you will accept “Letter”, “current Document” and “Existing list”. By
this time you should be at step 3.
5. Click Browse and navigate where your previously saved the spread sheet.
6. In this case the name of my SS file is MMerge Source and it showed me the data
which was entered. The program automatically uses the names on row 1 as the
field names. Click “OK” and “OK”.
7. You can now begin adding the fields for the recipients’ data. In this case I need
Title, first name and surname, then department. The required fields for your
 assignment may vary after the name line. Remember to add a space between fields so that the
words would not be joined together.
8. To add fields you have two options: (a) use the drop-down list from “Insert Merge Fields”; or click
the same button which will give you a dialog box from which you can insert the required fields.
9. The next line after the recipients’ information is free, followed by the date.
10. Two lines below carries the salutation. In this country we address persons by their title and their
surname. Add the appropriate fields.
11. You may now structure the body of the letter, adding the appropriate fields from your source file
as is necessary.
12. Close your letter in the approved fashion.
13. View sample below to get a picture of how your letter should look.
14. After you have completed your letter AND all errors have been removed, take the wizard through
to step 6. Select “Edit Individual Letters”. This creates a new file with each letter on a new page.
Go through them to ensure that are no errors; edit as required.
15. Save BOTH files, ensuring that you vary the name for the second file.