How To Format Excel Spreadsheet For Mail Merge?

If you’re looking for a simple way to customize your bulk emails with personal information, the Mail Merge feature is the best choice. Using this option, you can customize all kinds of data, either using Word or Excel. To use the Mail Merge option, first, you need to know about two key components. They are Template File and Data File. Use the below given how to format excel spreadsheet for mail merge instructions to customize spreadsheet for mail merge.

Template File: The document that can be shared via a letter or an email. Data File: Personalized information that can be added to the Template file.

Now, let’s see how to create and format your address list in Microsoft Excel.

  • Step 1: Initially, you need to open the MS Excel application.
  • Step 2: In the main window of the application, click the Blank workbook option.
  • Step 3: Now, the blank spreadsheet window will open.
  • Step 4: Enter your address information in the spreadsheet. 
  • Step 5: Make sure to enter the column header in the first row (A1) of the spreadsheet.
  • Step 6: After creating the column header, check if it is the same as the placeholders. If not, create it correctly.

For example, consider you have created the column header in the following series: First Name, Last Name, and Email. But, if the column header in your Word document is in the First Name, Email, and Last Name format. In this case, you need to re-create the column header as in the Word document and proceed with how to format excel spreadsheet for mail merge manual. 

  • Step 1: Now, enter your contact information such as First Name, Last Name, email address, and other information in the corresponding fields.
  • Step 2: If you include data entries such as ZIP codes, percentages, currency, etc., then make sure that they are in the correct numeric format. 
  • Step 3: To ensure it, follow the mail merge instructions given below.
  • Step 4: First, you need to select the column that has numeric data entries.
  • Step 5: After selecting it, click the Home tab.
  • Step 6: Go to the Number section.
  • Step 7: Now, from the drop-down menu, select the correct number format.
  • Step 8: Similarly, select the numeric format for other data entries.
  • Step 9: Once the contact sheet has been created, save it by clicking File > Save or File > Save As. Now, your excel sheet is ready and you can use it for mail merging. 

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