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    Notes:: Prepare Your Excel Data Source For Mail Merge in Word

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    Anonymous YWS7ndsi
    The document provides steps for preparing an Excel spreadsheet as a data source for a mail merge in Microsoft Word. Key steps include formatting the spreadsheet columns to match the merge fields, saving it locally, and completing any changes before connecting it in Word. The document then outlines inserting address blocks, greeting lines, and other fields from the spreadsheet into the Word document before previewing and completing the mail merge.

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    Notes:: Prepare Your Excel Data Source For Mail Merge in Word

    Uploaded by

    Anonymous YWS7ndsi
    28 views4 pages
    The document provides steps for preparing an Excel spreadsheet as a data source for a mail merge in Microsoft Word. Key steps include formatting the spreadsheet columns to match the merge fields, saving it locally, and completing any changes before connecting it in Word. The document then outlines inserting address blocks, greeting lines, and other fields from the spreadsheet into the Word document before previewing and completing the mail merge.

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    The document provides steps for preparing an Excel spreadsheet as a data source for a mail merge in Microsoft Word. Key steps include formatting the spreadsheet columns to match the merge fields, saving it locally, and completing any changes before connecting it in Word. The document then outlines inserting address blocks, greeting lines, and other fields from the spreadsheet into the Word document before previewing and completing the mail merge.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    28 views4 pages

    Notes:: Prepare Your Excel Data Source For Mail Merge in Word

    Uploaded by

    Anonymous YWS7ndsi
    The document provides steps for preparing an Excel spreadsheet as a data source for a mail merge in Microsoft Word. Key steps include formatting the spreadsheet columns to match the merge fields, saving it locally, and completing any changes before connecting it in Word. The document then outlines inserting address blocks, greeting lines, and other fields from the spreadsheet into the Word document before previewing and completing the mail merge.

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    You are on page 1of 4

    Step 1: Prepare data in Excel for mail merge

    The most important step in the mail merge process is to set up and prepare your data. You'll use your Excel
    spreadsheet as the data source for the recipient list.

    Here are some tips to prepare your data for a mail merge. Make sure:

     Column names in your spreadsheet match the field names you want to insert in your mail merge. For
    example, to address readers by their first name in your document, you'll need separate columns for first
    and last names.
     All data to be merged is present in the first sheet of your spreadsheet.
     Data entries with percentages, currencies, and postal codes are correctly formatted in the spreadsheet so
    that Word can properly read their values.
     The Excel spreadsheet to be used in the mail merge is stored on your local machine.
     Changes or additions to your spreadsheet are completed before it's connected to your mail merge
    document in Word.

    Notes:

     You can import information from your Excel spreadsheet by importing information from a comma-
    separated value (.csv) or a text (.txt) file and use the Text Import Wizard to build a new spreadsheet.
     For more information, see Prepare your Excel data source for mail merge in Word.

    Step 2: Start the mail merge

    1. In Word, choose File > New > Blank document.


    2. On the Mailings tab, in the Start Mail merge group, choose Start Mail Merge, and then choose the kind of
    merge you want to run.

    3. Choose Select Recipients > Use an Existing List.


    4. Browse to your Excel spreadsheet, and then choose Open.
    5. If Word prompts you, choose Sheet1$ > OK.

    Note: Now the Excel spreadsheet is connected to the mail merge document you’re creating in Word.

    Edit your mailing list

    You can limit who receives your mail.

    1. Choose Edit Recipient List.

    2. In the Mail Merge Recipients dialog box, clear the check box next to the name of any person who you
    don't want to receive your mailing.

    Note: You also can sort or filter the list to make it easier to find names and addresses. For more
    information about sorting and filtering items, see Sort and filter the data for a mail merge.

    Step 3: Insert a merge field

    You can insert one or more mail merge fields that pull the information from your spreadsheet into your
    document.

    To insert an address block for an envelope, a label, an email message, or a letter


    1. On the Mailings tab, in the Write & Insert Fields group, choose Address Block.

    2. In the Insert Address Block dialog box, choose a format for the recipient's name as it will appear on the
    envelope.

    3. Choose OK.
    4. Choose File > Save.

    To insert a greeting line in an email message or a letter

    1. On the Mailings tab, in the Write & Insert Fields group, choose Greeting Line.

    2. In the Insert Greeting Line dialog box, do the following:


    o Under Greeting line format, change the salutation if necessary by choosing the greeting (Dear is the
    default), the format for the recipient name, and the ending punctuation (a comma is the default).

    and

    o Under Greeting line for invalid recipient names, choose an option in the salutation list.
    3. Choose OK.
    4. Choose File > Save.

    To insert data from your spreadsheet in an email message or a letter

    1. On the Mailings tab, in the Write & Insert Fields group, choose Insert Merge Field.
    2. In the Insert Merge Field dialog box, under Fields, choose a field name (column name in your
    spreadsheet), and then choose Insert.
    3. Repeat step 2 as needed, and choose Close when done.
    4. Choose File > Save.

    For more information about adding fields from your spreadsheet to the merge document, see Insert mail
    merge fields. And if you're interested in learning more about options for setting up email message,
    see Email merge in Word.

    Step 4: Preview and finish the mail merge

    After you insert the merge fields you want, preview the results to confirm that the content is okay. and
    then you're ready to complete the merge process.

    1. On the Mailings tab, choose Preview Results.

    2. Choose the Next or Previous record button to move through records in your data source and view
    how the records will appear in the document.
    3. In the Finish group, choose Finish & Merge, and choose Print Documents or Send E-mail Messages.

    Step 5: Save your mail merge

    When you save the mail merge document, it stays connected to your data source. You can reuse the mail
    merge document for your next bulk mailing.

     Open the mail merge document and choose Yes when Word prompts you to keep the connection.

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