Our letter is completely ready to be emailed or be printed and getting distributed to mailing addresses. This tutorial was all about using mail merge from Microsoft Excel to Microsoft Word. If you have any queries regarding mail merge in Excel, drop a comment below and we will get back to you with a response! References: Microsoft. Creating a contact list and a letter We will draft a letter in a Word document and will replace the default contact details with custom contact details.
Contacts List. Use an Existing List. Select Sheet Name. Select the desired options, verify the results under the Preview section and click OK. You can use the right and left arrows to switch to the next or previous recipient's preview. When done, the corresponding placeholder will appear in your document, as shown in the screenshot below:. For some letters, adding only the Address block and Greeting line will suffice.
When the letter is printed out, all the copies will be identical except for the recipients' names and addresses. In other cases you may wish to place the recipient's data within the letter text to personalize it further. To do this, click Insert Merge Field and choose the data you want to insert from the drop-down list. Preview the letter. To make sure the recipients data correctly appear in the letter, click the Preview Results button on the Mailing tab.
You can use the left and right arrows to view each letter with the recipient's data. Finish Mail Merge. Here you can choose to print the letters or send them as email messages. A new document will open and you will be able to make the desired changes in each particular letter. Save the mail merge document. Once it is saved, the file will stay connected to your Excel mailing list.
When you want to use the mail merge document again, open it and click Yes when Microsoft Word prompts you to retain that connection. In addition to the Mail Merge options available on the ribbon that we've just discussed, Microsoft Excel provides exactly the same features in the form of the Mail Merge Wizard. Once clicked, the Mail Merge Wizard will open on the right of your screen and walk you through the merge process step-by-step. In my opinion, working with the ribbon is more convenient because you can view all the merge options at once and quickly pick the needed one.
However, if you are doing the mail merge for the first time, you may find the wizard's step-by-step guidance helpful. When doing a mail merge from Excel to Word, you need to pay special attention to numeric values such as dates, currency and numbers.
This part of our mail merge tutorial will show you how to format such values properly. To ensure that all of your numbers come through a mail merge without losing any leading zeros, you simply need to format the ZIP code column as text in the Excel worksheet. The same applies to any other numeric values with zeros. On the Number tab, select Text and then click OK. Mail merge with dates and numbers using Dynamic Data Exchange If your Excel spreadsheet contains dates, decimal numbers, or currencies, you can use Dynamic Data Exchange to make sure these values have the correct formatting after coming through the merge.
Start your mail merge, as explained earlier in the article - How to mail merge from Excel to Word. If you're importing into a new spreadsheet any contacts from either a text. If you're already using an Excel spreadsheet as your data source for a mail merge in Word, go to Step 2 in this topic. In Delimiters , check the box that matches the delimiter that separates each element of your data such as a tab or comma. Then choose Next. Tip: The Preview of selected data pane shows you what the results will look like in a table format.
In Preview of selected data , choose the column that containing the zip codes or postal codes. Then, in C olumn data format , choose Text. Repeat step 5 as necessary, choosing the column you want to change and the data format you want to apply. Note: Each time you apply a data format to a column, the name of the format appears in the table header for that column.
To ensure your zip code or postal code pass through a mail merge without losing any zeros, format the column containing those codes as text. On the Home tab, in the Format box, choose Text. Now, you can use this data for a mail merge. Step 1: Set up your data source in Excel If you're using an Excel spreadsheet as your data source for a mail merge in Word, skip this step.
After you successfully import a. Open Excel. Choose the. In the preview window, select Transform Data. Select Replace current. Repeat steps 5 - 7 as needed. Notes: The available formats are General , Text , and Date. Step 1: Set up your data source in Excel If you're already using an Excel spreadsheet as your data source for a mail merge in Word, go to Step 2 in this topic. Open Excel, and on the Data tab, choose From Text.
In the Text Import Wizard , choose Next. Note: Save your spreadsheet with a new file name. Need more help? Expand your skills. Get new features first. Was this information helpful? Yes No.
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