Comments on: How to mail merge from Excel to Word

Mail Merge from Excel to Word can be a real time-saver when it comes to sending large mailings. This tutorial provides an overview of the main features and explains how to do a mail merge from Excel to Word step-by-step. Continue reading →

Comments page 2. Total comments: 151

  1. If you only need to produce separate files (PDF or Words) and do not need to email them out, then there are tools for this. One called MergeGuru and another called Edi TextEditor. Just a tip!

    1. I want to write letter for more than 108 customer. How can convert to word the latter

    2. Thanks a lot, your comment is helpful

  2. Hi Svetlana

    Thank you so much for your resources. You are extremely helpful. Would you perhaps know how to have the source file (excel) open when the mail merged document (word) is opened? I have seen this before but I am not quite sure how. Thank you once again.

    Best regards,
    Justus

  3. Very helpful, thank you!

  4. This is a great tutorial for an excel-word mail merge on a PC. Do you know of a similar tutorial for Mac? I recently started a new job and am using a Mac for the first time and the process is quite different. I'm sure I'm not doing it in the most efficient way, so any assistance would be very helpful.

  5. thanx for teaching me about mailing merge

  6. Hi, Ms. Svetlana

    Thanks for this wonderful tutorial,

    I could finish off the mail merging without any hitch.

  7. Hi

    I am learning today for the first time.

    I want to do a mail merge using excel spreadsheet, merged with a Word text letter which will go out to 200 different people.
    I need to change the subject on each email, is this possible.
    I will be using first column with name in the 2nd column i will be using a different subject in each row the 3rd column will be the e mail address I am sending.

    How do I do this basically 3 columns with every row having a 1 different name, 2 different subject ( this goes in the subject row on outlook ) 3 different e mail address.

    I have been informed this can be done

    NOTE: A mail merge can just as easily be an email merge. Add a column to your excel spreadsheet that contains the email address to send each merged letter to. Under 'Finish and Merge', select 'Send Email Messages' and for the TO specify the column name that contains the email address and specify the SUBJECT to use.

    Please advise

  8. Hi Svetlana,

    Thanks for sharing this. I was wondering if you have an idea on how to deal with hyperlinks.
    1. My dataset is in excel
    2. Word has a title that needs to be hyperlinked using Mailmerge.
    3. In Word - Hyperlink targets the correct page in PDF

    what should happen:
    merge from excel and automatically update the link in word targeting the correct page in pdf
    What I did:
    dataset inn excel:
    1. title of report. 2. pdfname. 3. pagenumberinpdf

    Word merge fields: {mergefield "pdfname.pdf#page={mergefield pagenumberinpdf }"}
    The above is not working when save as html. It can link, but not targeting the correct pdf page. Only goes to page 1

    I need to apply this "pdfname.pdf#page=page number in pdf" to the hyperlink in word.
    So that when a user click the link, it will go to the target pdf page.

    I need to save the word in HTML for final output.

    Appreciate your input on this.

    Regard,
    MikeT

  9. Hi

    I wanted to get symbols like +/- ( i.e +2.00 or -3.00)
    mostly i get "-" symbols
    i am failing to get "+" symbol even there is a "+" symbol in excel sheet
    I am using my filed code is { MERGEFIELD RE_CYL \#0.00 }
    please give me the correct filed code

    I shall be thankful
    V. Kiran Kumar

  10. Sorry my previous reply was not posted correctly

    You can use the Directory type.
    Then sort (group) the list based on the values in column 'site'.
    Then use the {IF ... } clause to put { QUOTE 12 } which force a new page, if a change on 'site' value is detected. Assume Site is the column name (remember use Ctrl+F9 to create the { ... } )

    {IF MERGESEQ = 1 '{SET SiteName { MERGEFIELD Site }}{ MERGEFIELD Site }' }
    {IF {REF SiteName} < > { MERGEFIELD Site } '{QUOTE 12}{ MERGEFIELD Site }{SET SiteName { MERGEFIELD Site }}' }

    1. this is to answer the question by Shaik (above).

  11. You can use the Directory type.
    Then sort (group) the list based on the values in column 'site'.
    Then use the {IF ... } clause to put { QUOTE 12 } which force a new page, if a change on 'site' value is detected. Assume Site is the column name (remember use Ctrl+F9 to create the { ... } )

    {IF MERGESEQ = 1 '{SET SiteName { MERGEFIELD Site }}{ MERGEFIELD Site }' }
    {IF {REF SiteName}\ { MERGEFIELD Site } '{QUOTE 12}{ MERGEFIELD Site }{SET SiteName { MERGEFIELD Site }}' }

    1. the not equal is missing. Should have the < &gtl;

  12. I have a requirement I have a data I Excel ware I want to prepair multiple quotation. From excel to word using mail merging. Issue is how can I filter item of sites and it should Come in 1 single page in a table. For example I have a site it need 10 items It should filter and all that 10 items listed should come in one page. 2 site having 5 items it should Come auto. It's is option available in mail merging. Please guide

    1. You can use the Directory type.
      Then sort (group) the list based on the values in column 'site'.
      Then use the {IF ... } clause to put { QUOTE 12 } which force a new page, if a change on 'site' value is detected. Assume Site is the column name (remember use Ctrl+F9 to create the { ... } )

      {IF MERGESEQ = 1 '{SET SiteName ''}{ MERGEFIELD Site }' }
      {IF {REF SiteName} { MERGEFIELD Site } '{QUOTE 12}{ MERGEFIELD Site }{SET SiteName { MERGEFIELD Site }}' }

      1. This reply no correct. see below

  13. Good day Madam

    Thank you very much for your helpful information It gave me a clear understanding more about BCA[Business Computer Applications] on the Mail Merge side now I'm confident about this topic and I'll be writing tomorrow knowing I got 80-90% idea on what I will be applying to the knowledge I got through this ethical and professional page

  14. I am merging a list of excel names into folder labels in Word. The second page of labels begin with the second names on the list and the third page with the third name on the list.

  15. Thank you. This is very helpful!

  16. Dear Madam

    I want to merge field from excel sheet in word through address mailing. The problem is this how can I transfer data from excel to word without disturbing the font size in word. ie. Iw ant that the font size in word sheet should be the same of excel sheet.
    Thanks
    Regards
    krishan Goyal

    1. I have tried this but it will not work. Any style formatting from Excel can't be transferred into the merge field in Word.

  17. I have been using mail merge for sometime now. However, not all the data in excel is being transferred to the word document. what would be the problem and what is the remedy?

  18. Hi,

    If the Excel data get updated how it will be sync in word using mail merge?

  19. Dear Madam,

    How to save addresses in excel for preparing invoices.(daily uses). Is there any shortcut to paste address directly on invoice. we are preparing invoices in excel sheet only. Its very time taken to type address for customer. please tell me the solution how to easily save address in excel with code.

  20. Hello Maám,
    i had the data that need to be sent to receipints in excel sheetwise(Sheet1 & Sheet2). can i get the entire copy of sheet to MSWord and send that to recipients.

  21. I have successfully set up a mail merge between a word document and an excel sheet as outlined in your document. However, I need to be able to move both the sheet and the document together to different file locations. Every time I do this I have to re-establish the word/excel link.
    Is there anyway I can do this in VBA that will not require me to have to re-establish the link every time?
    Roly

  22. Hi

    I have excel data like name, phone num and address. I have a template of the letter in word format example as below, how I extract data(3 column) from excel to word.
    Hi [NAME]
    [ADDRESS]

    This is to inform you that your [PHONE NUM] will be changing to new number..........

  23. thank you very much, it is really helpful also i want to add, if you wanted to create 3.000, then you should type \@ .000 hope that'll help

  24. What is the best way to create paragraphs with data merged from an excel spreadsheet. The data excel file has a list of names and addresses.

    For example:

    1. The name of the first attendant is __________. His address is _______.

    2. The name of the second attendant is _________. His address is ______.

    I need everything in one page.

  25. I have created my ms.excel file with multiple sheets. Sometime i try to mail merge with ms excel via DDE, but i can't choose my table of sheet. The word just read my 1st sheet. Help me to choose my table of sheet via DDE...?! Thanks so much

  26. Hi,

    Please help!! I am working on a very urgent task. I have created mail merge letters, used address block by matching fields. When I preview letters, they are just fine and show all the required fields in the address block. However when I print to PDF, the address block is missing in the PDF file!!!!

    Can anyone help, what can be the issue here???

    Thanks

  27. I am doing a mail merge from excel to a form. For each person who gets a form, I want the various fields to be located in the same location on the form even though the data may be different lengths. I attempted to do this by making each field the same length for each person, adding spaces and a . to those that have shorter data. For example, I may have lastname set to 10 characters. I would enter Smith and Johnson as so - Smith . and Johnson . Smith needing more spaces to reach the total 10.

    Still the data seems to display after the merge in slightly different locations like on a new line. How can I prevent this ?

  28. I have an Excel spreadsheet with some names in red and most in black. I tried to print labels but they all print in black; how can I get the labels to print in the color used in Excel?

  29. thank you for this very helpful indeed useful article...
    it does really help me with our examination on ICT ...
    THANKS!!!

  30. I have xls file:
    1st sheet called (MyData) with multiple rows (A1:A255)(employee list) and columns (A1:P1) (employee details) with data.
    2nd sheet called (MyChart), in that sheet I have inserted a drop down menu created for (A1:A255) where I can choose one item (row) and the system shows me that row and graphs.

    so my goal is to merge that graphs to MS Words file.
    Number of MS Word files will be identical to number of employees (A1:A255)

    pls help me

  31. I want to mail merge using data in column C of an Excel file. C has a formula that uses data in column A. I have a hundred rows in the Excel sheet. For some of those hundred, A has not yet been entered, so C shows #N/A. In the Mail Merge, I don't want those records to print for which it finds #N/A in column C. How do I do that comparison? Using Skipif, Equal, and "#N/A"? It didn't work.

  32. I need to please send a prepared email with/without word document attached. The email will not contain any data to merge from an excel spreadsheet . But just be able to mail merge email addresses to send to all recepients or just selected ones on spreadsheet using windows 10.

  33. Hey! If I were needing to make a list in Word with some of the information from my Excel spreadsheet, how would I input the mail merge fields so that I can merge several different recipients over?

  34. This is awesome! Thanks so much for the walkthrough.

  35. When I do a mail merge I'm inserting greeting line and address block from a spreadsheet in excel from Gift Works. When I get the address block to be correct with first and last name this changes the greeting line to also include last name. If I change greeting line and remove last name by not matching a field to it then the address block automatically changes to only first name. I have had this problem for over a year now. Any help is appreciated.

  36. Hi, I am using Excel and Word 2013... the problem is that making a mailmerge with DDE does work anymore... do not know what to do... and using the OLE DE Database is changing my cell total format (it becomes from 767.73 to 767.73000000000002)....... would you have a way to change the toggle to round the number or respect the format???
    thanks

    François

  37. Sir i am using microsoft office 2007 and mail merged also done, but actually I ant thousand separator as like = 21,22,85,535.00 but not possible, please help

  38. I was wondering if you may be able to advise me please? I am attempting to send out a mail merge to companies using a large excel spreadsheet as the data source for the merge. Many of the companies have numerous employees and when I do the merge, it produces separate letters where I would like the individuals names to all be on one letter (save postage). So far I have had to slowly go through and cut and paste employees names from the letters below and then delete that letter (very time consuming when you are sending out hundreds!) I have tried merging the cells for the companies with multiple employees hoping they would all go onto one letter but that did not work. Please would you be able to offer any advice?! Many thanks

  39. We merge our letters with information from Donor Perfect into a csv file in excel. We include a dollar amount when appropriate. When the excel file was set up, one merge field was Amount_. The DP software will not recognize that heading. It is looking for Amount. I spoke to the tech at DP, and he said that it was a problem exclusive to that file that was set up in our software. How do I correct this merge field? How do I find the merging document to correct it? I have tried everything and cannot find how to correct a merge field.
    Thanks for any information you can share.

  40. HI
    I am trying to mail merge from excel to word but I need my information to run in snaking sequence. I am doing it for a seating arrangement plan according to their index numbers. I need the index numbers to run in a snake. please help me. Thanks

  41. I have an excel document with a list of users and their assigned line managers. I want to send each line manager 1 email with all their associated users. How can I do this in mail merge, with a rule? Or do I need to concatenate the users into one cell for each line manager? Help!

  42. Hi, I'm merging an excel doc to word, but after I merge the information it changes color. So I'm trying to figure our how to prevent that. Please help!

  43. Hi, I have done my mail merge however when I click Preview Results is not work. I can't see any preview. If I click edit individual letters then I only can see the output. Pls advise.

  44. I have an excel spreadsheet with all my info on there is one mailmerge that I can not get right. in cell A1 I have a time as 7:00 am in cell B1 I have end time as 8:00 pm in cell C1 should be the total of 13 hrs. cell A and cell B are formatted as time 1:30 cell C is formatted as custom h:mm and shows as 13:00 but when I merge this info to my word document the 13:00 shows as 1 hr. it works with anything under 12 hrs but over 12 hrs it only come out with 1 hr for 13 2 hrs for 14 hrs. like it does not recongnize anything over 12 hours. help please

  45. I have an advanced question regarding a e-mail merge with an excel spreadsheet. I created the e-mail merge document with a table that is showing purchases from multiple suppliers down the left side of the table and the two columns are broken down by customer purchase amounts. I have been able to bring all of the column information into the mail merge, however I want each customers mail merge table to total can you help me?

  46. If some of my excel sheet cells formatted with different colors can I transferred such data with same color in Word through Mail Merge? Is that possible?

    Regards
    Shehbaz

  47. Is there a possible to import the contents of a large excel sheet into a word document table? The word doc has 2 columns in layout.

    How do you get the mail merge function to pick all the other row data after populating the first row? The <> seems to publish into a new second page and not the second row of the created table

  48. I am having 1065 details of my 45 branches and I need to send mails for 45 branches with the details in single mail for single branch with multiple lines. Currently I am sending around 1065 mails in a month. Help me to solve this. Expecting your reply.

  49. I have completed the mail merge as per your instruction. However, there seems to be a constriction on the number of columns and I am not able to increase the number of columns. Moreover, when I choose the option Insert Merge Fields it reflects ""Automergefield and this is restricted to a maximum of 8 fields.My question is how to increase the number of fields for that corresponding excel sheet.

  50. I am preparing a mail merge for a mailing to parents concerning their child's fees and fines. Each child' list is unique to them and some contain several different items. I am able to address the letter and insert the first line of fees but need to have all the fees listed and the total.

    Thank you!

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