Prepare the Data for Mail Merge
The Word mail merge feature works seamlessly with data from Excel. While you can create a data source in Word, options for using this data are limited. If you have mailing list data in a spreadsheet, it’s not necessary to retype the information into Word’s data source. You can use any Excel worksheet in a Word mail merge function without any special preparation. However to avoid errors in the mail merge process, it’s a good idea to organize the data in the spreadsheet.
Organize the Spreadsheet Data
Organize your Excel mailing list data into rows and columns. Think of each row as a single record and each column as a field you are going to insert into your document.
Put All Data on a Single Sheet: The mailing list data you intend to use for the mail merge must be on one sheet. If it’s spread across multiple sheets, combine the sheets or perform multiple mail merges. Also, make sure the sheets are clearly named, as you have to select the one you intend to use without being able to view it. Create a Header Row: Create a header row for the sheet you intend to use for the mail merge. A header row is a row containing labels that identify the data in the cells beneath it. To make it easy for Excel to differentiate between data and labels, use bold text, cell borders, and cell shading that are unique to the header row. Also, make sure the headers you choose match the merge field names, which will also make it less likely errors will occur. Format Numerical Data Correctly: Be sure that things like street numbers and zip codes are properly formatted for the way they should appear once the mail merge is complete. Incorrect formatting of numbers can cause errors in the merge.
How to Specify the Mail Merge Recipient List
Here’s how to associate your prepared Excel worksheet containing your mailing list with your Word document:
Create or Edit the Mail Merge Document
With your Excel spreadsheet connected to the mail merge document you’re creating in Word, it’s time to edit your Word document.
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Insert Merge Fields in Your Document
In Word, select Mailings > Insert Merge Field to pull information from the spreadsheet into the document. Choose the field you want to add (first name, last name, city, state, or other), then select Insert.
View Mail Merge Documents
Word doesn’t carry over formatting from the data source when inserting merge fields into a document. If you want to apply formatting such as italics, bold, or underline, do it in Word. When viewing the document with fields, select the double arrows on both sides of the field where you want to apply the formatting. When viewing the merged data in the document, highlight the text you wish to change.
Preview the Merged Documents
To preview the merged documents, go to the Mailings > Preview Results. This button works like a toggle switch, so if you want to go back to viewing only the fields and not the data they contain, press it again. Navigate through the merged documents using the buttons on the Mailings tab. They are, from left to right: First Record, Previous Record, Go To Record, Next Record, and Last Record.
Finalize the Mail Merge Document
When you’re ready to merge the documents, you have two choices:
Print Documents: Merge the documents to the printer. If you choose this option, the documents are sent to the printer without any modification. To do this, select Mailings > Finish & Merge > Print Documents. Edit Individual Documents: If you need to personalize some or all of the documents (an alternative is to add a note field in the data source for personalized notes) or make other changes before you print, edit each individual document. To do this, select Mailings > Finish & Merge > Edit Individual Documents.
Whichever method you choose, you are presented with a dialog box where you can tell Word to merge all records, the current record, or a range of records. Choose the records you want to print, then select OK. If you want to merge a range, enter the beginning number and the final number for the records you want to include in the merge, then select OK.
