How to mail merge from excel to word with example

Mailing merging from Excel to Word is a powerful feature that allows you to combine data from an Excel spreadsheet with a Word document template to create multiple customized documents. Here's a step-by-step guide on how to do it:

Prerequisites:

• Microsoft Excel 2010 or later
• Microsoft Word 2010 or later
• A Word document template (.docx) with merge fields
• An Excel spreadsheet with data to merge

Step 1: Prepare your Word document template

Create a new Word document or open an existing one. Insert the merge fields where you want the data from Excel to appear. Merge fields are placeholders that will be replaced with data from your Excel spreadsheet. You can insert merge fields using the "Insert Merge Field" button in the "Mailings" tab of the ribbon.

For example, if you want to insert a merge field for a name, you can type &"First Name" and then click the "Insert Merge Field" button.

Step 2: Prepare your Excel spreadsheet

Create a new Excel spreadsheet or open an existing one. Make sure it has the data you want to merge into your Word document. The data should be organized in a table format, with each row representing a single record and each column representing a field (e.g., name, address, phone number, etc.).

Step 3: Save your Excel spreadsheet as a CSV file

Save your Excel spreadsheet as a CSV (Comma Separated Values) file. This will allow you to import the data into Word for merging.

Step 4: Open your Word document and start the mail merge

Open your Word document and go to the "Mailings" tab in the ribbon. Click on "Start Mail Merge" and select "Step-by-Step Mail Merge Wizard".

Step 5: Choose your data source

In the Mail Merge Wizard, select "Use an existing list" and then click "Browse" to locate your CSV file.

Step 6: Select the data range

In the "Select Records" dialog box, select the range of cells that contains your data. Make sure to select the entire range, including the header row.

Step 7: Match the fields

In the "Match Fields" dialog box, match the fields in your Excel spreadsheet with the merge fields in your Word document template. For example, if your Excel spreadsheet has a column labeled "Name" and your Word document template has a merge field labeled "First Name", match the two fields.

Step 8: Preview and merge

Click "Preview Results" to see how the merge will look. If everything looks correct, click "Finish & Merge" to create the merged documents.

Example:

Suppose you have an Excel spreadsheet with the following data:

You also have a Word document template with the following merge fields:

• &"First Name" (for the first name)
• &"Address" (for the address)
• &"Phone Number" (for the phone number)

When you merge the data, the resulting Word documents will look like this:

John Smith

123 Main St 555-1234

Jane Doe

456 Elm St 555-5678

Bob Johnson

789 Oak St 555-9012

By following these steps, you can create multiple customized documents from a single Word document template and an Excel spreadsheet.