How To Do A Mail Merge From Excel

To know how to do a mail merge from Excel, carry out the guidelines given below.

Before you start a mail merge, create your Excel spreadsheet with all the details like email address, name, address block, and other required details.

Windows:

  • Step 1: Launch the main window of the Office 365 word document on your Windows computer.
  • Step 2: Click the Mailings menu and select the Select Recipients option.
  • Step 3: From the drop-down list, select the Use an existing list option and open the Excel document you have created.
  • Step 4: Then, select the table to be used from the Excel document. Make sure the checkbox near the First row of data contains column headers option is enabled.

Editing The Mailing List

  • Step 1: Click the Edit Recipient List option. This will open the Mail Merge Recipients dialog box on the screen.
  • Step 2: Remove the checkmark next to the recipients that you do not want to send your mailing on using how to do a mail merge from Excel guide.
  • Step 3: Ensure that you have chosen the correct recipient from the Recipients list to receive your mailing.

Inserting A Merge Field:

  • Step 1: Click the Mailings tab and select the Address Block option.
  • Step 2: The Insert Address Block dialog box opens.
  • Step 3: Select the checkbox beside the ‘Insert recipient’s name in this format’ option and choose the format.
  • Step 4: If needed, you can insert the postal address and company name. Also, select the checkbox next to the ‘Format address according to the destination country/region’ option.
  • Step 5: Click the OK option to save the address block settings.
  • Step 6: To add a greeting line, select the Greeting Line option.
  • Step 7: After adding the greeting line, save it by selecting the OK option and exit the Greeting Line dialog box.
  • Step 8: Finally, select OK -> File -> Save.

Mail Merge:

  • Step 1: Once done with inserting the mail merge fields, preview it to check if all the details are correct by selecting the Preview Results option.
  • Step 2: Go to the Finish & Merge drop-down menu and choose either the Print Documents or Send Email Messages option.
  • Step 3: You can also use this mail merge document for future use. To do so, save the mail merge document.

Mac:

  • Step 1: Ensure that you have created your Excel spreadsheet.
  • Step 2: Open the Office 365 word document on your Mac computer on using how to do a mail merge from Excel guide.

Edit - Mailing List:

  • Step 1: Navigate to the Mailings tab and choose the Edit Recipient List option.
  • Step 2: Now, the Edit List Entries dialog box will appear on the screen.
  • Step 3: Fill the fields that are listed here and then select the OK option to exit the Edit List Entries dialog box.
  • First Name
  • Last Name
  • Address
  • City
  • State
  • Job Title
  • Title
  • Company
  • Step 4: If you wish to sort or filter the data of the recipient, select the Filter Recipients option.
  • Step 5: After clicking the OK option, proceed further.

Merge Field:

  • Step 1: Go to the Mailings tab and choose the Insert Merge Field option.
  • Step 2: Provide the information after adding the required fields, navigate to the File tab, and select the Save option.

Mail Merge:

  • Step 1: To preview the mail merge results, click the Mailings tab and select the Preview Results option.
  • Step 2: Go through the data by choosing either the Next or Previous option.
  • Step 3: Select either the Print Documents or Merge to Email option from the Finish & Merge drop-down menu.
  • Step 4: On using how to do a mail merge from Excel instructions, Save the mail merge document to use this same in the future.