How to do mail merge from excel 2010

Mail merge is a powerful feature in Microsoft Office that allows you to combine data from an Excel spreadsheet with a document template to create multiple documents with personalized information. Here's a step-by-step guide on how to do a mail merge from Excel 2010:

Prerequisites:

• Microsoft Office 2010 (including Excel, Word, and Outlook)
• An Excel spreadsheet with the data you want to merge
• A Word document template with merge fields

Step 1: Prepare your Excel data

• Open your Excel spreadsheet and make sure it's in a format that can be easily imported into Word. Typically, this means having a header row with column names and subsequent rows with data.
• Ensure that your data is organized in a way that makes sense for your mail merge. For example, if you're sending a letter to customers, you might have columns for name, address, and order information.

Step 2: Create a Word document template

• Open Microsoft Word 2010 and create a new document or open an existing one.
• Design your document template with merge fields, which are placeholders for the data from your Excel spreadsheet. You can insert merge fields by clicking on "Insert" > "Quick Parts" > "Field" and selecting "Merge Field" from the drop-down menu.
• Use the merge fields to create a template that matches the structure of your Excel data. For example, if you have a column for names in your Excel spreadsheet, you might create a merge field called "Name" in your Word document.

Step 3: Set up the mail merge

• Go to "Mailings" > "Start Mail Merge" > "Step-by-Step Mail Merge Wizard" in Word.
• Select "Use an existing list" and then click "Browse" to locate your Excel spreadsheet.
• Choose the worksheet that contains your data and select the range of cells that includes the header row and data.
• Click "OK" to import the data into Word.

Step 4: Map the data to the merge fields

• In the "Select Recipients" window, click "Edit Recipient List" to open the "Mail Merge Recipients" window.
• Click "Match Fields" to match the columns in your Excel spreadsheet with the merge fields in your Word document template.
• Use the "Map Fields" window to map the columns to the corresponding merge fields. For example, you might map the "Name" column in your Excel spreadsheet to the "Name" merge field in your Word document.

Step 5: Preview and print the merged documents

• Click "Preview Results" to see a preview of the merged documents.
• Make any necessary adjustments to the layout or formatting of the documents.
• Click "Finish & Merge" to print or save the merged documents.

Tips and Variations:

• You can also use Outlook to send the merged documents as emails instead of printing them.
• You can use conditional formatting in your Word document template to create different layouts or formatting based on specific conditions in your Excel data.
• You can also use Excel formulas to manipulate the data before merging it with your Word document template.