Mail Merge in Excel – Shiksha Online

Mail Merge in Excel is an essential tool for creating a set of documents, such as campaigns, surveys, forms, letters, etc., to be sent to many clients. Each card or label contains the same type of information, although its content is unique. For example, in the letters you send to your clients, each can be personalized with the name of the person to whom it is addressed. The unique information for each card or label comes from the entries contained in a data source. Read the blog to learn more about mail merge.

We can  create   many copies of a document, each with different details , using the Mail Merge tool in Word . This is  useful  when  one   wants  to send out similar documents but  with   minor   variations,   such   as  names or addresses.

Content

• Overview of Mail Merge in Excel
• Create your Excel Spreadsheet
• Mail Merge From Excel to Word
• Using Step-by-Step Mail Merge Wizard
• Tips to Efficiently Use Excel for Mail Merge

Overview of Mail Merge in Excel

Before moving on to the Mail Merge process, look at the screenshot below. This is how Mail Merge works.

You have data from an Excel spreadsheet and a template from a Word doc. The Mail Merge option uses data from Excel and embeds it in the Word template.

Let us see how it works in detail. 

Create Your Excel Spreadsheet

The primary step is to set up and prepare the data in the Excel spreadsheet as the data source for the recipient list. When preparing your Excel spreadsheet for a Mail Merge, you need to ensure the following conditions – 

• Column names match the fields you need to insert in your Mail Merge. For example – separate columns for the first and last names if you must address readers by their first name.
• All the data is present in the first sheet of your spreadsheet.
• Entries with data like percentages, currencies, and postal codes are in the correct format.
• You have stored the spreadsheet for the Mail Merge on your local system.
• You have made all the necessary changes to your spreadsheet before it’s connected to your Mail Merge document in Word.

We have the below data set that needs to be merged for sending letters.

In our example, we will merge letters. The steps are the same for email messages as well. 

Create a Word document. Create your letter content and create a new Word doc.

Select the merge option – Go to Mailings ⇒ Start Mail Merge ⇒ Letters.

You can now attach your Excel file with the Word doc. Browse and locate your Excel file and click Open.

You will be prompted to choose the sheet of your choice. Select that and click OK.

You have now established a connection between Excel and Word. This Excel sheet is the source of your letter content. Whenever you change your Excel spreadsheet, the Mail Merge data source will be automatically updated.

Now check your recipient list, and deselect names if you don’t wish to send letters or emails to them. Continue if all is well.

You will get a dialogue box that suggests specific address elements; choose the one that is suitable for your business and click OK.

Match Fields

You have the details that you need to send the letters. If you wish to add more details, click the “Match Fields” option. You will be redirected to another window and can add the missing details per the requirements.

Coming back to the previous option. Keep the letter content handy and copy-paste/write the text on the Word doc. Now add the required placeholders. This includes Address Block and Greeting Line. These placeholders will help to understand where the data should be placed. 

Now that your letter content is ready, insert the merge field. This will help to personalize your letter further. In our example, we will mention the count of years for which the consumer has been associated with the organization.

You can preview your content with the help of Preview Results. Verify if all information is placed correctly.

If you think that the mailer content is good to go, go to Finish & Merge and select the options, which are –

• Edit Individual Documents
• Print Documents
• Send Email Messages

Save this Word doc somewhere for your future reference. After you save the doc, it will remain in your mailer list. You just need to open it and click Yes when prompted. This will help you retain the connection we established between Excel and Word.

Using Step-by-Step Mail Merge Wizard

You can also access the Mail Merge features from the Mail Merge Wizard located –

Mailings ⇒ Start Mail Merge ⇒ Step-by-Step Mail Merge Wizard

When you click on the Step by Step Mail Merge Wizard button, a Mail Merge pane will open at the extreme right of your document. You will notice that it guides you through the process of Mail Merge, step-wise.

It is easier to work with the Mailings option located on the toolbar since all the options related to the Mail Merge process are located up front.

Tips to Efficiently Use Excel for Mail Merge

Here are some simple tips to prepare your Excel spreadsheet for a mail merge:

• Match column names with mail merge fields – Ensure that the column names in Excel match the information you want to insert in your document. For example, if you want to use a person's first name, create separate columns for "First Name" and "Last Name."
• Use the first sheet – Keep all the data you want to merge in the first sheet of your Excel file.
• Format numbers correctly – Ensure percentages, currency values, and postal codes are formatted properly so Word can read them correctly.
• Save the file on your computer – The Excel file should be stored on your local device (not in an online location) to avoid errors.
• Complete all changes before connecting – All edits and updates should be done before linking the spreadsheet to your mail merge document in Word.

Conclusion

Using Mail Merge is a highly efficient tool that saves a lot of time. The most interesting thing about Mail Merge is that it creates the same letter several times, taking into account the variables that are assigned. If we have to make a letter for 20 people with their names and IDs, Word will take the information from Excel and create a letter for each name and address.

I hope you find this feature interesting and that we helped you to understand how Mail Merge works.

Keep learning!

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