How to Mail Merge Using an Excel Spreadsheet in Microsoft Word

Objective

This article has instructions that can help you utilize an Excel spreadsheet to perform a mail merge in MS Word.

Note: When using Word Mail Merge it is important to use Classic Outlook. New Outlook does not use MAPI integration and Mail Merges from Word or Excel will not send.

Steps

• Create an Excel spreadsheet with information about the recipients, such as: names, addresses, emails and etc., as per your requirement.

• In a blank Microsoft Word document, click on the Mailings tab. In the Start Mail Merge group, select Start Mail Merge.

• Click on Letters.

• Now select Select Recipients in the same Start Mail Merge group.

• Click on the Use an existing List option.

• You can now select your Excel file and click Open. Then, select the target sheet and click Open.

• You will now be able to insert the content at your convenience using the Write & Insert Fields group.

• You can select the type of content that you would like to add from the options Address Block and Greeting Line.
• After selecting Address Block or Greeting Line, using the Match Fields button you’ll have the option to match the columns in the spreadsheet with the items to be added.

• To verify that the recipient details correctly appear in the letter, click on Preview Results in the Mailings tab, and then use the left and right arrows to switch between the recipients.

• After previewing your letter for each recipient and click on Finish and Merge under the Finish group and select the option as per your convenience.