How to make mail merge in excel

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

Prerequisites:

• Excel 2010 or later version
• A document template (e.g., Word document, PDF, or text file)
• A spreadsheet with data you want to merge

Step 1: Prepare your data

• Open your spreadsheet and make sure it has the following:
  • A header row with column names (e.g., "Name", "Address", "Email")
  • Data in the subsequent rows
  • No blank rows or columns

Step 2: Create a mail merge template

• Open your document template (e.g., Word document) and create a new document or open an existing one.
• Insert a table or a text box where you want to merge the data.
• Save the document as a template (e.g., "Mail Merge Template.docx").

Step 3: Set up the mail merge

• In Excel, go to the "Data" tab and click on "From Other Sources" > "From Microsoft Query".
• In the "Query Wizard", select "Use an existing worksheet" and choose your spreadsheet.
• Click "Finish" to create a query.

Step 4: Define the merge fields

• In the "Query Wizard", click on "Fields" and select the columns you want to merge (e.g., "Name", "Address", "Email").
• Click "OK" to close the "Fields" dialog box.

Step 5: Merge the data

• In the "Query Wizard", click on "Merge" and select the document template you created earlier.
• Choose the table or text box where you want to merge the data.
• Click "OK" to start the merge process.

Step 6: Review and save the merged documents

• Excel will create a new document for each record in your spreadsheet, merging the data with the template.
• Review the merged documents to ensure they are correct.
• Save the merged documents in a folder or send them via email.

Tips and Variations:

• Use the "Mail Merge" button in the "Data" tab to quickly merge data without creating a query.
• Use the "Merge" button in the "Query Wizard" to merge data with a specific document template.
• Use the "Mail Merge" feature in Word to merge data with a Word document template.
• Use the "Power Query" feature in Excel to create more complex data transformations and merges.

By following these steps, you can create a mail merge in Excel and automate the process of combining data with a document template.