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Mail Merge Word

  • Mail Merge is a powerful tool in Microsoft Word that can quickly send a card to a large number of the recipients.

  • This is useful when personalizing newsletters of statements, as you don't have to write by hand each person's name or address at the top of each document.

  • Mail merge allows you to use a spreadsheet of contact information to assign automatically a different address, name or another piece of information to each copy of a document.

Steps for Mail Merge

Create a Contact Sheet with Excel

Step 1

  • Open Microsoft Excel.

  • Open a new Blank workbook.

Step 2

  • Add your contact headers. (Starting in cell A1 and moving right from there)

  • Enter your contacts' information. (Starting in cell A2)

Contact headers

Contact's Imformation

(First row of data contains column headers)

Step 3

  • Save and close your document.

Importing Contacts to Word.

Step 4

  • Open Microsoft Word.

  • Click Blank document.

  • Click the Mailings tab, a toolbar will appear.

  • Click Select Recipients in "Start Mail Merge" section.

  • From the drop-down menu, select Use an Existing List.

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Write your message here.

Step 5

  • Select your Microsoft Excel contact sheet.

  • Click Open.

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Step 6

  • Go to the place in which you want to insert contact information.

  • Click Insert Merge Field.

  • Select a type of information.

  • For example, you would click LastName in the drop-down menu if you wanted to insert a tag for contacts' last names.

  • Add other information where necessary. 

Insert information where necessary. 

Step 6

  • Click Finish & Merge in Mailings tab's toolbar.

  • Select Sent E-mail Meggages.

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You can edit, print & send an email.

Step 6

  • Follow the on-screen instructions.

  • Selected To "Email" contains a list of email addresses from your excel sheet.

  • Enter a subject and then click OK.

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How to Mail Merge in Word Without Excel

Step 1

  • Open an existing Word document, or create a new one.

  • From the Mailings tab > Start Mail Merge > Step by Step Mail Merge Wizard.

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Step 2

  • Choose the type of document you want to create. 

  • Here I select Letters. Then click Next: Starting document.

The Mail Merge panel appears and will guide you through the six main steps to complete a merge. 

Step 3

  • Select Use the current document, then click Next: Select recipients.

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Step 4

  • Select Type a new list > Create.

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Step 5

  • Click New Entry.

  • You can add, remove and rename a column.

  • Click OK.

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Step 6

  • Enter the list value in the Spreadsheet.

  • Click OK.

Enter the detail in Table.

Step 7

  • Enter the file name, and Save the Adress List of recipients.

Step 8

  • Write your letter, and add recipients information to letter.

  • It looks like tag as below pic.

  • Click Next: Preview your letters.

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Select Merge field here

Step 9

  • You can preview the recipient's detail in the letter.

  • Complete the merge by clicking Next: Complete the merge.

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Preview allows you to see how recipient data will appear in each letter.

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Step 10

  • Click on Finish & Merge > Send E-mail Messages to send the letter to an individual with their respective offer, time, address and much more.

  • You can Edit individual Document and Print Documents as well.

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