Should you not have this header row, you will only see column letter labels. In the image above, notice that the data source is set to the Excel file name, and then the Word mail merge feature automatically picks up the column name "First Name." This column contains the list of customer first names, but Word already knows that the first field in this column is a header row. A new configuration window opens that displays your spreadsheet data. You do this by clicking the "Edit Recipient List" option in the "Mailings" ribbon tab.
The next step is to edit the recipient list. If you have several sheets that contain your data, you need to choose the sheet within the Excel spreadsheet that you want to use as your data source. We only created a simple spreadsheet with one sheet, so choosing the first worksheet named "Sheet1$" is the only option. Because spreadsheets have a "sheet" as the main table within the document, Microsoft Word asks the main table. When you select the Microsoft Excel spreadsheet that we created early, a configuration window opens after detecting that the data source is a spreadsheet. For instance, if you have a list of recipients in a MySQL database, you could export this data to a CSV file and then use it to import recipients in Microsoft Word.Ĭlick the "Select Recipients" button to see a list of dropdown options: These files are a universal way to transfer data across different platforms.
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Using Microsoft software is the best solution, but if you need to use a data source from another application, it's usually best to export data to a comma-delimited file (CSV). Remember that you can use several data sources for a mail merge. These recipients are exactly what was saved in the Microsoft Excel spreadsheet created earlier. The next step in a mail merge operation is the select recipients. The next step is to select the recipients for your mail merge action. This is where the Excel spreadsheet is used. At this point, you need to choose a data source.
When you select this option, Word goes into a mail merge mode with the "Letters" format as the main template. Mail merge can be used with any content type that you can set up in Microsoft Word.Ĭlick the "Letters" option. You aren't limited to just these content types. You can use this feature for emails, envelops, labels and directory content. However, from the dropdown you can see the different content types available for a mail merge action. The only difference between each letter will be the name of the customer that will be changed in the greeting. The "Letters" option lets you create a document with several versions of a letter. For this example, a simple letter will be used to mail merge content. This menu gives you choices on which merge document type that you want to work with. When you click the "Start Mail Merge" button, a dropdown menu is displayed. The column is a "First Name" field where a list of customer first names are stored, You can have thousands of these records stored in an Excel file, but we only store two rows. We set up an Excel spreadsheet that contains one column. We're using Microsoft Excel for this lesson's example, but it will only have two rows to illustrate the mail merge feature.īefore you perform a mail merge, you need to identify your data source. We used 200 as an example, but you can generate thousands of letters and correspondence based on thousands of data points in an external file. Mail merge is usually used to merge a large set of data. You can combine a Word document with data from Access, Excel or your own comma-delimited file. Microsoft Word has a feature where you place template input within a document and use it to pull data to generate several of the same content for multiple different people. For instance, suppose that you want to send a marketing email to all 200 customers stored in a database. Mail merge is a great tool for creating the same document for several different recipients.
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