Mail merge

using an Excel
spreadsheet
Here are some tips to prepare your Excel spreadsheet for a
mail merge. Make sure:

 Column names in your spreadsheet match the field names

you want to insert in your mail merge.
 All data to be merged is present in the first sheet of your
spreadsheet.
 Data entries with percentages, currencies, and postal
codes are correctly formatted in the spreadsheet so that
Word can properly read their values.
 The Excel spreadsheet to be used in the mail merge is
stored on your local machine.
 Changes or additions to your spreadsheet are completed
before it's connected to your mail merge document in
Word.
Note: To create an Excel spreadsheet from a comma-separated
value (.csv) or a text (.txt) file, see Prepare your Excel data
source for mail merge in Word.
Connect and edit the mailing list

Connect to your data source. For more info, see Data sources
you can use for a mail merge.

1. Choose Edit Recipient List.

2. In Mail Merge Recipients, clear the check box next to the
name of any person who you don't want to receive your
mailing.

Note: You also can sort or filter the list to make it easier to
find names and addresses. For more info, see Sort the
data for a mail merge or Filter the data for a mail merge.

Insert a merge field

You can insert one or more mail merge fields that pull the
information from your spreadsheet into your document.

1. Go to Mailings > Address Block.

For more info, see Insert Address Block
2. To add a greeting line, choose Greeting
Line.
For more info, see Insert Greeting Line.
 3. To add other merge fields, like invoice
numbers, see Insert mail merge fields.
4. Choose OK.
5. Choose File > Save.
if you're interested in learning more about options for
setting up email message, see Email merge in Word.

Preview and finish the mail merge

After you insert the merge fields, preview the results to

confirm that the content is okay.

1. Go to Mailings> Preview Results.

2. Choose Next or Previous to move
through records in your data source and
view how they appear in the document.
3. Go to Finish & Merge > Print Documents
or Send E-mail Messages.

Save your mail merge

When you save the mail merge document, it stays

connected to your data source. You can reuse the mail
merge document for your next bulk mailing by choosing
Yes when Word prompts you to keep the connection.

See also

 Use mail merge to create and send bulk

mail, labels, and envelopes
 Mail merge - A free, 10 minute, video
training
 Discover more Word training at LinkedIn
Learning

Was this information helpful?

Yes No

Mail merge
using an Excel
spreadsheet
Here are some tips to prepare your Excel spreadsheet for a
mail merge. Make sure:

 Column names in your spreadsheet match the field names

you want to insert in your mail merge.
 All data to be merged is present in the first sheet of your
spreadsheet.
 Data entries with percentages, currencies, and postal
codes are correctly formatted in the spreadsheet so that
Word can properly read their values.
 The Excel spreadsheet to be used in the mail merge is
stored on your local machine.
 Changes or additions to your spreadsheet are completed
before it's connected to your mail merge document in
Word.

Note: To create an Excel spreadsheet from a comma-separated

value (.csv) or a text (.txt) file, see Prepare your Excel data
source for mail merge in Word.
Connect and edit the mailing list

Connect to your data source. For more info, see Data sources
you can use for a mail merge.

3. Choose Edit Recipient List.

4. In Mail Merge Recipients, clear the check box next to the
name of any person who you don't want to receive your
mailing.

Note: You also can sort or filter the list to make it easier to
find names and addresses. For more info, see Sort the
data for a mail merge or Filter the data for a mail merge.
Insert a merge field

You can insert one or more mail merge fields that pull the
information from your spreadsheet into your document.

6. Go to Mailings > Address Block.

For more info, see Insert Address Block
7. To add a greeting line, choose Greeting
Line.
For more info, see Insert Greeting Line.
8. To add other merge fields, like invoice
numbers, see Insert mail merge fields.
9. Choose OK.
10. Choose File > Save.
if you're interested in learning more about options for
setting up email message, see Email merge in Word.

Preview and finish the mail merge

After you insert the merge fields, preview the results to

confirm that the content is okay.

4. Go to Mailings> Preview Results.

 5. Choose Next or Previous to move
through records in your data source and
view how they appear in the document.
6. Go to Finish & Merge > Print Documents
or Send E-mail Messages.

Save your mail merge

When you save the mail merge document, it stays

connected to your data source. You can reuse the mail
merge document for your next bulk mailing by choosing
Yes when Word prompts you to keep the connection.

See also

 Use mail merge to create and send bulk

mail, labels, and envelopes
 Mail merge - A free, 10 minute, video
training
 Discover more Word training at LinkedIn
Learning

Was this information helpful?

Yes No

Mail merge
using an Excel
spreadsheet
Here are some tips to prepare your Excel spreadsheet for a
mail merge. Make sure:

 Column names in your spreadsheet match the field names

you want to insert in your mail merge.
 All data to be merged is present in the first sheet of your
spreadsheet.
 Data entries with percentages, currencies, and postal
codes are correctly formatted in the spreadsheet so that
Word can properly read their values.
 The Excel spreadsheet to be used in the mail merge is
stored on your local machine.
 Changes or additions to your spreadsheet are completed
before it's connected to your mail merge document in
Word.
Note: To create an Excel spreadsheet from a comma-separated
value (.csv) or a text (.txt) file, see Prepare your Excel data
source for mail merge in Word.
Connect and edit the mailing list

Connect to your data source. For more info, see Data sources
you can use for a mail merge.

5. Choose Edit Recipient List.

6. In Mail Merge Recipients, clear the check box next to the
name of any person who you don't want to receive your
mailing.

Note: You also can sort or filter the list to make it easier to
find names and addresses. For more info, see Sort the
data for a mail merge or Filter the data for a mail merge.

Insert a merge field

You can insert one or more mail merge fields that pull the
information from your spreadsheet into your document.

11. Go to Mailings > Address Block.

For more info, see Insert Address Block
12. To add a greeting line, choose Greeting
Line.
For more info, see Insert Greeting Line.
 13. To add other merge fields, like invoice
numbers, see Insert mail merge fields.
14. Choose OK.
15. Choose File > Save.
if you're interested in learning more about options for
setting up email message, see Email merge in Word.

Preview and finish the mail merge

After you insert the merge fields, preview the results to

confirm that the content is okay.

7. Go to Mailings> Preview Results.

8. Choose Next or Previous to move
through records in your data source and
view how they appear in the document.
9. Go to Finish & Merge > Print Documents
or Send E-mail Messages.

Save your mail merge

When you save the mail merge document, it stays

connected to your data source. You can reuse the mail
merge document for your next bulk mailing by choosing
Yes when Word prompts you to keep the connection.

See also

 Use mail merge to create and send bulk

mail, labels, and envelopes
 Mail merge - A free, 10 minute, video
training
 Discover more Word training at LinkedIn
Learning

Was this information helpful?

Yes No
Mail merge
using an Excel
spreadsheet
Here are some tips to prepare your Excel spreadsheet for a
mail merge. Make sure:

 Column names in your spreadsheet match the field names

you want to insert in your mail merge.
 All data to be merged is present in the first sheet of your
spreadsheet.
 Data entries with percentages, currencies, and postal
codes are correctly formatted in the spreadsheet so that
Word can properly read their values.
 The Excel spreadsheet to be used in the mail merge is
stored on your local machine.
 Changes or additions to your spreadsheet are completed
before it's connected to your mail merge document in
Word.

Note: To create an Excel spreadsheet from a comma-separated

value (.csv) or a text (.txt) file, see Prepare your Excel data
source for mail merge in Word.
Connect and edit the mailing list

Connect to your data source. For more info, see Data sources
you can use for a mail merge.

7. Choose Edit Recipient List.

8. In Mail Merge Recipients, clear the check box next to the
name of any person who you don't want to receive your
mailing.

Note: You also can sort or filter the list to make it easier to
find names and addresses. For more info, see Sort the
data for a mail merge or Filter the data for a mail merge.

Insert a merge field

You can insert one or more mail merge fields that pull the
information from your spreadsheet into your document.

16. Go to Mailings > Address Block.

For more info, see Insert Address Block
17. To add a greeting line, choose Greeting
Line.
For more info, see Insert Greeting Line.
18. To add other merge fields, like invoice
numbers, see Insert mail merge fields.
19. Choose OK.
 20. Choose File > Save.
if you're interested in learning more about options for
setting up email message, see Email merge in Word.

Preview and finish the mail merge

After you insert the merge fields, preview the results to

confirm that the content is okay.

10. Go to Mailings> Preview Results.

11. Choose Next or Previous to move
through records in your data source and
view how they appear in the document.
12. Go to Finish & Merge > Print
Documents or Send E-mail Messages.

Save your mail merge

When you save the mail merge document, it stays

connected to your data source. You can reuse the mail
merge document for your next bulk mailing by choosing
Yes when Word prompts you to keep the connection.

See also
  Use mail merge to create and send bulk
mail, labels, and envelopes
 Mail merge - A free, 10 minute, video
training
 Discover more Word training at LinkedIn
Learning

Was this information helpful?

Yes No

Mail merge
using an Excel
spreadsheet
Here are some tips to prepare your Excel spreadsheet for a
mail merge. Make sure:

 Column names in your spreadsheet match the field names

you want to insert in your mail merge.
  All data to be merged is present in the first sheet of your
spreadsheet.
 Data entries with percentages, currencies, and postal
codes are correctly formatted in the spreadsheet so that
Word can properly read their values.
 The Excel spreadsheet to be used in the mail merge is
stored on your local machine.
 Changes or additions to your spreadsheet are completed
before it's connected to your mail merge document in
Word.

Note: To create an Excel spreadsheet from a comma-separated

value (.csv) or a text (.txt) file, see Prepare your Excel data
source for mail merge in Word.
Connect and edit the mailing list

Connect to your data source. For more info, see Data sources
you can use for a mail merge.

9. Choose Edit Recipient List.

10. In Mail Merge Recipients, clear the check box next to
the name of any person who you don't want to receive
your mailing.

Note: You also can sort or filter the list to make it easier to
find names and addresses. For more info, see Sort the
data for a mail merge or Filter the data for a mail merge.

Insert a merge field

You can insert one or more mail merge fields that pull the
information from your spreadsheet into your document.

21. Go to Mailings > Address Block.

For more info, see Insert Address Block
22. To add a greeting line, choose Greeting
Line.
For more info, see Insert Greeting Line.
23. To add other merge fields, like invoice
numbers, see Insert mail merge fields.
24. Choose OK.
25. Choose File > Save.
if you're interested in learning more about options for
setting up email message, see Email merge in Word.

Preview and finish the mail merge

After you insert the merge fields, preview the results to

confirm that the content is okay.

13. Go to Mailings> Preview Results.

 14. Choose Next or Previous to move
through records in your data source and
view how they appear in the document.
15. Go to Finish & Merge > Print
Documents or Send E-mail Messages.

Save your mail merge

When you save the mail merge document, it stays

connected to your data source. You can reuse the mail
merge document for your next bulk mailing by choosing
Yes when Word prompts you to keep the connection.

See also

 Use mail merge to create and send bulk

mail, labels, and envelopes
 Mail merge - A free, 10 minute, video
training
 Discover more Word training at LinkedIn
Learning

Was this information helpful?

Yes No

Mail merge
using an Excel
spreadsheet
Here are some tips to prepare your Excel spreadsheet for a
mail merge. Make sure:

 Column names in your spreadsheet match the field names

you want to insert in your mail merge.
 All data to be merged is present in the first sheet of your
spreadsheet.
 Data entries with percentages, currencies, and postal
codes are correctly formatted in the spreadsheet so that
Word can properly read their values.
 The Excel spreadsheet to be used in the mail merge is
stored on your local machine.
 Changes or additions to your spreadsheet are completed
before it's connected to your mail merge document in
Word.
Note: To create an Excel spreadsheet from a comma-separated
value (.csv) or a text (.txt) file, see Prepare your Excel data
source for mail merge in Word.
Connect and edit the mailing list

Connect to your data source. For more info, see Data sources
you can use for a mail merge.

11. Choose Edit Recipient List.

12. In Mail Merge Recipients, clear the check box next to
the name of any person who you don't want to receive
your mailing.

Note: You also can sort or filter the list to make it easier to
find names and addresses. For more info, see Sort the
data for a mail merge or Filter the data for a mail merge.

Insert a merge field

You can insert one or more mail merge fields that pull the
information from your spreadsheet into your document.

26. Go to Mailings > Address Block.

For more info, see Insert Address Block
27. To add a greeting line, choose Greeting
Line.
For more info, see Insert Greeting Line.
 28. To add other merge fields, like invoice
numbers, see Insert mail merge fields.
29. Choose OK.
30. Choose File > Save.
if you're interested in learning more about options for
setting up email message, see Email merge in Word.

Preview and finish the mail merge

After you insert the merge fields, preview the results to

confirm that the content is okay.

16. Go to Mailings> Preview Results.

17. Choose Next or Previous to move
through records in your data source and
view how they appear in the document.
18. Go to Finish & Merge > Print
Documents or Send E-mail Messages.

Save your mail merge

When you save the mail merge document, it stays

connected to your data source. You can reuse the mail
merge document for your next bulk mailing by choosing
Yes when Word prompts you to keep the connection.

See also

 Use mail merge to create and send bulk

mail, labels, and envelopes
 Mail merge - A free, 10 minute, video
training
 Discover more Word training at LinkedIn
Learning

Was this information helpful?

Yes No
Mail merge
using an Excel
spreadsheet
Here are some tips to prepare your Excel spreadsheet for a
mail merge. Make sure:

 Column names in your spreadsheet match the field names

you want to insert in your mail merge.
 All data to be merged is present in the first sheet of your
spreadsheet.
 Data entries with percentages, currencies, and postal
codes are correctly formatted in the spreadsheet so that
Word can properly read their values.
 The Excel spreadsheet to be used in the mail merge is
stored on your local machine.
 Changes or additions to your spreadsheet are completed
before it's connected to your mail merge document in
Word.

Note: To create an Excel spreadsheet from a comma-separated

value (.csv) or a text (.txt) file, see Prepare your Excel data
source for mail merge in Word.
Connect and edit the mailing list

Connect to your data source. For more info, see Data sources
you can use for a mail merge.

13. Choose Edit Recipient List.

14. In Mail Merge Recipients, clear the check box next to
the name of any person who you don't want to receive
your mailing.

Note: You also can sort or filter the list to make it easier to
find names and addresses. For more info, see Sort the
data for a mail merge or Filter the data for a mail merge.

Insert a merge field

You can insert one or more mail merge fields that pull the
information from your spreadsheet into your document.

31. Go to Mailings > Address Block.

For more info, see Insert Address Block
32. To add a greeting line, choose Greeting
Line.
For more info, see Insert Greeting Line.
33. To add other merge fields, like invoice
numbers, see Insert mail merge fields.
34. Choose OK.
 35. Choose File > Save.
if you're interested in learning more about options for
setting up email message, see Email merge in Word.

Preview and finish the mail merge

After you insert the merge fields, preview the results to

confirm that the content is okay.

19. Go to Mailings> Preview Results.

20. Choose Next or Previous to move
through records in your data source and
view how they appear in the document.
21. Go to Finish & Merge > Print
Documents or Send E-mail Messages.

Save your mail merge

When you save the mail merge document, it stays

connected to your data source. You can reuse the mail
merge document for your next bulk mailing by choosing
Yes when Word prompts you to keep the connection.

See also
  Use mail merge to create and send bulk
mail, labels, and envelopes
 Mail merge - A free, 10 minute, video
training
 Discover more Word training at LinkedIn
Learning

Was this information helpful?

Yes No

Mail merge
using an Excel
spreadsheet
Here are some tips to prepare your Excel spreadsheet for a
mail merge. Make sure:

 Column names in your spreadsheet match the field names

you want to insert in your mail merge.
  All data to be merged is present in the first sheet of your
spreadsheet.
 Data entries with percentages, currencies, and postal
codes are correctly formatted in the spreadsheet so that
Word can properly read their values.
 The Excel spreadsheet to be used in the mail merge is
stored on your local machine.
 Changes or additions to your spreadsheet are completed
before it's connected to your mail merge document in
Word.

Note: To create an Excel spreadsheet from a comma-separated

value (.csv) or a text (.txt) file, see Prepare your Excel data
source for mail merge in Word.
Connect and edit the mailing list

Connect to your data source. For more info, see Data sources
you can use for a mail merge.

15. Choose Edit Recipient List.

16. In Mail Merge Recipients, clear the check box next to
the name of any person who you don't want to receive
your mailing.

Note: You also can sort or filter the list to make it easier to
find names and addresses. For more info, see Sort the
data for a mail merge or Filter the data for a mail merge.

Insert a merge field

You can insert one or more mail merge fields that pull the
information from your spreadsheet into your document.

36. Go to Mailings > Address Block.

For more info, see Insert Address Block
37. To add a greeting line, choose Greeting
Line.
For more info, see Insert Greeting Line.
38. To add other merge fields, like invoice
numbers, see Insert mail merge fields.
39. Choose OK.
40. Choose File > Save.
if you're interested in learning more about options for
setting up email message, see Email merge in Word.

Preview and finish the mail merge

After you insert the merge fields, preview the results to

confirm that the content is okay.

22. Go to Mailings> Preview Results.

 23. Choose Next or Previous to move
through records in your data source and
view how they appear in the document.
24. Go to Finish & Merge > Print
Documents or Send E-mail Messages.

Save your mail merge

When you save the mail merge document, it stays

connected to your data source. You can reuse the mail
merge document for your next bulk mailing by choosing
Yes when Word prompts you to keep the connection.

See also

 Use mail merge to create and send bulk

mail, labels, and envelopes
 Mail merge - A free, 10 minute, video
training
 Discover more Word training at LinkedIn
Learning

Was this information helpful?

Yes No

Mail merge
using an Excel
spreadsheet
Here are some tips to prepare your Excel spreadsheet for a
mail merge. Make sure:

 Column names in your spreadsheet match the field names

you want to insert in your mail merge.
 All data to be merged is present in the first sheet of your
spreadsheet.
 Data entries with percentages, currencies, and postal
codes are correctly formatted in the spreadsheet so that
Word can properly read their values.
 The Excel spreadsheet to be used in the mail merge is
stored on your local machine.
 Changes or additions to your spreadsheet are completed
before it's connected to your mail merge document in
Word.
Note: To create an Excel spreadsheet from a comma-separated
value (.csv) or a text (.txt) file, see Prepare your Excel data
source for mail merge in Word.
Connect and edit the mailing list

Connect to your data source. For more info, see Data sources
you can use for a mail merge.

17. Choose Edit Recipient List.

18. In Mail Merge Recipients, clear the check box next to
the name of any person who you don't want to receive
your mailing.

Note: You also can sort or filter the list to make it easier to
find names and addresses. For more info, see Sort the
data for a mail merge or Filter the data for a mail merge.

Insert a merge field

You can insert one or more mail merge fields that pull the
information from your spreadsheet into your document.

41. Go to Mailings > Address Block.

For more info, see Insert Address Block
42. To add a greeting line, choose Greeting
Line.
For more info, see Insert Greeting Line.
 43. To add other merge fields, like invoice
numbers, see Insert mail merge fields.
44. Choose OK.
45. Choose File > Save.
if you're interested in learning more about options for
setting up email message, see Email merge in Word.

Preview and finish the mail merge

After you insert the merge fields, preview the results to

confirm that the content is okay.

25. Go to Mailings> Preview Results.

26. Choose Next or Previous to move
through records in your data source and
view how they appear in the document.
27. Go to Finish & Merge > Print
Documents or Send E-mail Messages.

Save your mail merge

When you save the mail merge document, it stays

connected to your data source. You can reuse the mail
merge document for your next bulk mailing by choosing
Yes when Word prompts you to keep the connection.

See also

 Use mail merge to create and send bulk

mail, labels, and envelopes
 Mail merge - A free, 10 minute, video
training
 Discover more Word training at LinkedIn
Learning

Was this information helpful?

Yes No