How to mail merge from Excel to Word step-by-step.How to Mail Merge from MS Word and Excel (Updated Guide)

How to mail merge from Excel to Word step-by-step.How to Mail Merge from MS Word and Excel (Updated Guide)

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Set up a new mail merge list with Word. 



Use mail merge to send bulk email messages.

  Create a directory of names, addresses, and other information. Document types. Easy to follow. Image Source: Twitter. This example uses an existing list from a database, but you can also select Outlook contacts or manually create your own list. Step 2: Set up your mailing list The mailing list is your data source.  

Use mail merge for bulk email, letters, labels, and envelopes - Was this information helpful?


I want to send each line manager 1 email with all their associated users. How can I do this in mail merge, with a rule? Or do I need to concatenate the users into one cell for each line manager? Hi, I'm merging an excel doc to word, but after I merge the information it changes color. So I'm trying to figure our how to prevent that. Please help!

Hi, I have done my mail merge however when I click Preview Results is not work. I can't see any preview. If I click edit individual letters then I only can see the output. Pls advise. I have an excel spreadsheet with all my info on there is one mailmerge that I can not get right. I have an advanced question regarding a e-mail merge with an excel spreadsheet. I created the e-mail merge document with a table that is showing purchases from multiple suppliers down the left side of the table and the two columns are broken down by customer purchase amounts.

I have been able to bring all of the column information into the mail merge, however I want each customers mail merge table to total can you help me? If some of my excel sheet cells formatted with different colors can I transferred such data with same color in Word through Mail Merge? Is that possible? Is there a possible to import the contents of a large excel sheet into a word document table?

The word doc has 2 columns in layout. How do you get the mail merge function to pick all the other row data after populating the first row? I am having details of my 45 branches and I need to send mails for 45 branches with the details in single mail for single branch with multiple lines. Currently I am sending around mails in a month. Help me to solve this. Expecting your reply. I have completed the mail merge as per your instruction.

However, there seems to be a constriction on the number of columns and I am not able to increase the number of columns. Moreover, when I choose the option Insert Merge Fields it reflects ""Automergefield and this is restricted to a maximum of 8 fields. My question is how to increase the number of fields for that corresponding excel sheet. I am preparing a mail merge for a mailing to parents concerning their child's fees and fines.

Each child' list is unique to them and some contain several different items. I am able to address the letter and insert the first line of fees but need to have all the fees listed and the total. Your information is so helpful, thank you. Why do only characters appear in my Word document text field when there is double that amount of data in my Excel spreadsheet. The data is formatted as "text" in Excel. Is there a maximum amount of data in either Word or Excel, and if so, can I override it?

Unfortunately this is a limitation set for Text in Excel. Please try to split your data to several cells and join them again after Mail merging. Thats not the whole truth: "Word looks at the data in the first record in the datasource in order to decide what you need. I suspect that some of your fields are merging OK because they have more than characters in the first record. Edit the first record so that it has more than characters in any fields that are long for some records.

But I can only get the top row of data and the bottom row of each page of the label to display the excel list data. All rows and columns of the entire excel file display as I go through the mail merge setup prompts, but just will not fully merge and display as expected on the label. Any thoughts? Thank you. Thank you so much for tutorial. I mail merge infrequently and find your website very helpful.

I have to mail merge an agenda with different breakout groups. In my excel, I have the breakouts in different colours eg: Red in red font , Blue in Blue font etc How can I ensure the merge keeps their actual colours eg: Reg is in red, Blue is in blue colour? So it is not possible to change font colour individually Many thanks Sandy. The point is that mail merge works with the Data source and doesn't import the formatting from Excel.

I am trying to pull an amount such as AUD , over from an excel sheet using mail merge but it is showing AUD, without the space between the AUD and the , Is there a switch I should use? It is showing properly in the excel cell. This appeared today use much mail goes but there were no problems.

I am stumped! It doesn't seem to matter which spreadsheet I use as my data source, I still get the blank labels. Any ideas what I'm doing wrong? I have an excel database from which I produce numerous different documents in word. When I select certain records from the recipient list in excel to use in a merge in a word document usually not in consecutive order , what I end up with is the last record in my selection.

I then have to scroll back through the end result in order to print the records I initially chose. If I'm given the option to select certain records from the recipient list, why do I get the extra records in my merge result and not the specific ones I chose? I'm trying to mail merge two different values to one checkbox so that if the values 1 or 3 is in excel it would check the box in word. Any idea what command to use? Hi - When I go to mail merge on Word from an Excel spreadsheet with multiple worksheets, I go to select recipients, select the excel document and then a box appears to select which worksheet you want to use.

I currently have 5 tabs on the excel spreadsheet and yet the box that asks you to chose which sheet you want shows around 30 - different duplicates of the originals.

This is really frustrating. Is there any way to remove these either via word or excel, without deleting the originals from the list? Thanks for all these explanation.

Is there a way to merge even if the data is made of formulas? Up to know I can't merge. But this way is a waste of time. Greetings, Thank you for detailed post. I have a query,request your expert comment on the same. Is it possible to append new records in the already mail merged document, without saving it as a separate file? I have an excel file containing records rows. I prepared a letter and inserted the fields from the said excel file.

Thereafter, I performed mail merge. Now I have two files, the first one with only one letter and a connecting link with excel data and the second one with letters. Now if I add say 10 more rows in the excel file, how can I get it updated in the second file containing letters? Randall, but the preview shows it as Dear Jack Randall. If I go into Match Fields and change the first name block to "not matched" it goes to the default "Dear Sir or Madam,".

Do you know how I can get this to work? Wish you sucess. When I use the DDE option as indicated I am unable to select a specific sheet for my import My file has different sheets , linked to each other so I don't want to paste it in a seperate sheet. It slows down the computer is the sheets are linked to sheets in different files I do I get around this. I am trying to do a mail merge from Excel to Word in a Chart-type form.

I can everything to merge except one field. This field will occasionally pull correctly but typically pulls as 0. It should be in the format or blank. I have tried changing the format of the excel file to many different types but this field does not work. Hey - Thank you so much for these easy to follow instructions. I've tried mail merge before and I wanted to pull my hair out. I'm glad I found your instructions.

You rock! The manual is great! There is also Gendo www. We are using mail merge by disseminating email to our member. This features on MS office is very helpful to our association. However, we experience lately that some of our email hasn't successfully received by the recipient.

It's weird because when you check the email, it's already on sent items folder. I'm using MS Office under Window 7 as operating system. I tried to look for a solution by checking it to internet. I follow and do all instruction they advice but still no avail. I hope you can help us with this issue. I am trying to format the numbering in the word document after mail merging. There are several documents that need to be numbered. Everything is very useful on your site so first a big thank you.

When I am trying to fix the percentage fields in my WORD document being merged from Excel, they are still not displaying correctly according to your instructions. Your instructions either allow it to look like. Can you please send me the formula to achieve this? I am sure it can be done. I am using mail merge to create a set of invoices. I then want to be able to email them to the recipients.

Can Word mail merge handle that or do I need another piece of software to email out the invoices when created? I have the email addresses in the same excel spreadsheet that gives the other details for the mail merge as we request recipients to validate the email address we have on file for them at the bottom of their invoice.

I am sorry, there is no way to fulfill your task using the standard Microsoft Word features. You need special software for this task, please google for it — there are quite many programs that can help you. I am trying to make a mail merge, from data in excel sheet. One of the columns has this pattern: When I import the list, enter the field of that column, it comes out on the label like this Do you know the reason?

How can I save it in the above layout? I need to draft increase letters and using annual amount so I need the salary to appear like this R Dear Svetlana Cheusheva: I have a problem while acting upon the method you mentioned above. Detail mentioned in this box is here: "This error message can appear if you attempt to insert a database into a Word document as an object or attach an Access data source to a Word mail-merge main document.

For more information, see Microsoft Knowledge Base article How do I use the decimal alignment tab to lineup my numbers by decimal place while performing the merge? Everytime I try to do this after the merge it just pushes every other part of the merge into a different place.

Please send screenshots of the source data and the result to support ablebits. I found multiple articles to learn about the Mail Merge option in Word and yet you clearly explained here what took all those separate articles to explain.

Thank you! I have a question though. My specific application of the mail merge is from an Excel file that is consistently being updated throughout the day. In other words, recipients are being added to the Excel file list periodically during the day. I would like to print my letters in my specific application they are certificates periodically throughout the day with the most updated recipient list from the Excel file.

It is the same Excel file every time. I cannot see the most recently added recipients. Thank you very much for your kind words. Then enter the Table Name in the corresponding field on the Design tab and specify this table name as the data source when doing mail merge. If "Refresh" still doesn't work, then you can send a small sample workbook with your data and the Mail merge pattern to support ablebits. Don, if your data is not refreshing in your Word mail merge document, make sure the Excel workbook has been saved.

Word cannot see your on-screen Excel data, only data that has actually been saved in the workbook. If I am producing, say, 40 merge letters, can I run the merge without printing, but save the file of 40 letters to be printed later?

Hi - I am trying to do a mailmerge and when I try and connect the spreadsheet I need to use to input the fields I get an "error" message which says that it is not in the correct format? Is it possible to only merge cells that are a specific color on the spreadsheet?

I have categories divided by color, and only want to merge one specific category. You can fulfill your task using VBA functions.

If you can send a sample workbook to support ablebits. More specifically, I would like the macro starts off by asking me which row in excel be mail-merged. The computers in my company are using word and excel Any ideas would be greatly appreciated!

I'm sorry, I have very little experience with macros. You can probably try finding a solution on targeted forums like mrexcel. After I changed my settings to use the DDE I can no longer choose a different tab on the excel spreadsheet that I choose in mail merge to get my data to go on my letter in word via mail merge.

Is there a way to choose the specific tab still? This requires merger letter by letter letters finally are printed in separate pre-printed squares. I separate letters in excel one letter by column and merge. When imported letter is a space in this case fifth is not included in word. How to overcome this problem? Hi, My query is how do I translate a set date from excell over to microsoft word.

I have gotten many different dates by "Ctrl ;" a worksheet For example a date being 16 October When I go the the mailings section it changes it to gibberish: I have read the "Format date and time" section many times but have been unable to fix this thanks. It looks strange. Generally, the formula results are copied to Word, not the formulas themselves. You'd better contact Microsoft support service support. How do I get a document 11x8. Serena Grayson, if you have all the merge fields in each of the 3 cards on the page, and you see identical information on all of them, then you must let Word know that this form contains multiple "pages".

This tells Word that there are to be multiple records on a single page, and that the next record will begin at this point. I have zero dollar amounts that I want to show as zero in my word merge. No matter how I format currency, text, etc. I am using Office at work. Whenever I select the Excel file I get an error message: "Something went wrong". It suggested I repair office, which I did and I still can not complete my mail merge. I am able to complete the same mail merge on my home computer with Office What can I do to use my Office to complete my mail merge?

If Excel has words in different colours, is it possible that once you've mailmerged it to Word the different colours will appear on the Word document please? Dear Svetlana, First, Congratulation for your great work! Just a question : Is there a way to personalize the object of the message when merging as email messages?

I can't find it in dialog box? Is it possible with a Macro or???. Thanks in advance Jocelyne. My query is if i m preparing annual letters and few employeesare getting special allowance which i will reflect otjer than the sub heads of salary then while using if-then-else condition how different values can be merged.

Please send me a sample workbook with your data at support ablebits. Sorry, I do not exactly understand your question. If you want to have the color of your Excel cells automatically copied to a Word document during Mail Merge, this is not possible. If you are asking about something different, please explain in more detail. I think he meant the color of the text set in Excel.

I found this can't be done. Also the text formatting italic, bold, underlined transfer from Excel also is not possible. How to mail merge from Excel to Word. Mail Merge basics Prepare Excel spreadsheet for Mail Merge How to mail merge from Excel to Word Mail merge step-by-step wizard How to match fields in mail merge Mail merge shortcuts Mail Merge basics A mail merge may look like a daunting task, but in fact the process is pretty simple.

To get a grasp of the basics, you can think of it in terms of 3 documents. Excel source file with information about the recipients such as names, addresses, emails, etc.

Word document with codes for the personalized fields. The final Word document with personalized letters, emails, labels, or envelopes.

Preparing Excel spreadsheet for mail merge When you run a mail merge, your Excel file will get connected to your Word document, and Microsoft Word will be pulling the recipient details directly from the connected worksheet. Important things to check: Your Excel sheet has one row for each recipient. The columns in the spreadsheet match the fields you want to use in a mail merge. For instance, if you wish to address the recipients by their first name, be sure to create separate columns for the first and last names.

If you intend to sort the contacts by state or city, verify that you have a separate State or City column. If your Excel file contains postal codes or any other numbers with leading zeros, format them as text to retain zeros during a mail merge. If you create an Excel spreadsheet by importing information from a. If you plan to use your Outlook contacts, the following article may be helpful: How to export Outlook contacts to Excel.

Here's an example of an Excel sheet that can be used for a mail merge: How to mail merge from Excel to Word Once the source data spreadsheet is set and reviewed, you are ready to run the mail merge. Create a Word document. If you have already composed your letter, you can open an existing document, otherwise create a new one. Choose what kind of merge you want to run.

On the Mailings tab , in the Start Mail Merge group, click Start Mail Merge and pick the mail merge type - letters, email messages, labels, envelopes or documents. We are choosing Letters.

Select the recipients. Connect Excel spreadsheet and Word document. Browse for your Excel file and click Open. Then, select the target sheet and click OK. May 5, at pm. Hi I am learning today for the first time.

Please advise. April 4, at am. Hi Svetlana, Thanks for sharing this. In Word - Hyperlink targets the correct page in PDF what should happen: merge from excel and automatically update the link in word targeting the correct page in pdf What I did: dataset inn excel: 1.

Only goes to page 1 I need to apply this "pdfname. I need to save the word in HTML for final output. Appreciate your input on this. Regard, MikeT. June 22, at pm. Kiran Kumar. Yunus says:. March 1, at am. Sorry my previous reply was not posted correctly You can use the Directory type.

Shaik says:. December 14, at pm. Asemahle says:. November 15, at pm. Paula says:. August 27, at pm. August 11, at pm. Krishan Goyal says:. June 2, at am. Dear Madam I want to merge field from excel sheet in word through address mailing. Ronald Wigina says:. February 18, at am. Yesubabu Pulivarthi says:. January 18, at pm. Hi, If the Excel data get updated how it will be sync in word using mail merge?

Harish says:. September 20, at am. Dear Madam, How to save addresses in excel for preparing invoices. Sunilkovid says:. May 7, at am. Roiy says:. July 7, at am. Aruna says:. June 15, at am. Hi I have excel data like name, phone num and address. June 12, at am. Mary says:. April 30, at pm. For example: 1. I need everything in one page. Malik z says:. April 18, at pm. Shez says:. March 16, at pm. Hi, Please help!! Can anyone help, what can be the issue here???

Mike says:. February 5, at am. Joy Hardin says:. August 30, at am. August 9, at pm. Ali says:. March 14, at pm. Ranjit says:. February 20, at pm. Liz says:. February 8, at am. Ashton says:. February 6, at pm. Kevin says:. December 15, at pm. Pam says:. November 20, at pm. November 14, at pm. Ravasab says:. October 16, at am.

Tania says:. September 23, at pm. Pat says:. August 25, at pm. Brindha says:. August 19, at am. Jessie says:. June 29, at pm. Jhess says:. June 23, at pm. JJ says:. May 27, at am. You'll be sending the email directly from Word. Create and send email messages. Envelopes or Labels where names and addresses come from your data source.

Create and print a batch of envelopes for mailing. Create and print sheets of mailing labels. Directory that lists a batch of information for each item in your data source. Use it to print out your contact list, or to list groups of information, like all of the students in each class.

This type of document is also called a catalog merge. Create a directory of names, addresses, and other information. Excel spreadsheets and Outlook contact lists are the most common data sources, but if you don't yet have a data source, you can type it up in Word, as part of the mail merge process.

Excel spreadsheet works well as a data source if all data is on one sheet and the data is formatted so that it can be read by Word. For more info, see Prepare your data source in Excel for a mail merge in Word for Mac. Outlook Contact List contains data in a format that can be read by Word.

See Use Outlook contacts as a data source for a mail merge. Word data file is a data source you can create on the fly, within Word. For more info, see Set up a mail merge list with Word.

Create envelopes by using mail merge in Word. Create and print labels using mail merge. If you have the Word desktop application, open the document there and perform a mail merge there.

Data sources Your first step in setting up a mail merge is to pick the source of data you'll use for the personalized information. Excel or Outlook If you know you'll be using Excel or Outlook as the source of your data, see: Mail merge using an Excel spreadsheet Use Outlook contacts as a data source for a mail merge Document types Word provides tools for incorporating your data into the following kinds of documents.

Follow the links for details about each type: Letters that include a personalized greeting. Create and print a batch of personalized letters Email where each recipient's address is the only address on the To line. Create and send email messages Envelopes or Labels where names and addresses come from your data source.

Create and print a batch of envelopes for mailing Create and print sheets of mailing labels Directory that lists a batch of information for each item in your data source.

See Use Outlook contacts as a data source for a mail merge Word data file is a data source you can create on the fly, within Word.

Document types Letters that include a personalized greeting. Create envelopes by using mail merge in Word Create and print labels using mail merge. Need more help? Expand your skills. Get new features first. Was this information helpful? Yes No. Thank you!



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