Step-by-Step Guide: Mail Merge Using Excel Data in Microsoft Word

If you’ve ever worked with Office, you’re likely familiar with the concept of mail merging. If you’re new to this feature, this guide will explain how to perform a mail merge from Excel to Microsoft Word.

How to Mail Merge from Excel to Word

1. Set Up Mail Merge

1. Create an Excel table containing multiple columns with headers, ensuring that each entry is placed in a separate row.
2. Launch Word, navigate to the Mailings tab, and select Start Mail Merge.
3. Select the type of document you want to create; for example, choose Letters.
4. Next, go to Select Recipients and click Use an Existing List.
5. Find your Excel file and select it.
6. Finally, choose the sheet from the selected Excel file that you wish to use.

2. Insert Merge Fields

1. Type your text and position your cursor where you’d like to insert a merge field.
2. Click on Insert Merge Field and select the appropriate option from the dropdown list.
3. The field will be displayed in your text, such as <<First_Name>>.
4. Repeat this process for any other fields you want to include.
5. Once complete, click on Preview Results.
6. If everything appears correct, click on Finish & Merge and select your preferred option.

How to Preserve Formatting from Excel to Word in Mail Merge

1. In Excel, highlight the columns that are not retaining their formatting.
2. Go to the Home tab, click on Cells, select Format, and then choose Format Cells.
3. Select the Number tab and in the Category section, choose Text.

Can I Use an Excel Spreadsheet as the Data Source for Word Mail Merge?

As mentioned earlier, you can use an Excel spreadsheet as a data source for executing a mail merge in Word.

Mail merging from Excel to Microsoft Word is straightforward, and if you’re interested in further learning, check out our guides on how to mail merge from Microsoft Outlook or how to create mail merges in Publisher.

This same process can also be employed for printing labels using Excel, so don’t forget to explore our specialized guide dedicated to that topic.

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