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 3. Total comments: 151

  1. 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

  2. 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..........

  3. 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

  4. 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.

  5. 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

  6. 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

  7. 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 ?

  8. 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?

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

  10. 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

  11. 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.

  12. 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.

  13. 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?

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

  15. 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.

  16. 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

  17. 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

  18. 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

  19. 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.

  20. 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

  21. 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!

  22. 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!

  23. 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.

  24. 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

  25. 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?

  26. 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

  27. 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

  28. 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.

  29. 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.

  30. 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!

  31. I TRY TO MAKE MULTI APPLICATION FORM IN WORD WITH USING EXCEL DATA BASE,

    I confuse in one format / formula

    i want to write name in table box (in word) from data base source (excel)

    i use this formula =mid(A1,2,1) but this taking tomuch time and not see proper.

    problem exp.

    in excel (source) :

    A B
    1 CODE : CUST. NAME
    2 00001 : RAJESHKUMAR PATEL
    3 32540 : RAJ KUMAR PATEL

    and i want to write in word (but in name box, like [R|A|J|E|S|H|K|U|M|A|L| |P|A|T|E|L|

    So tell me how to do this

    i waiting for your reply....

  32. Your information is so helpful, thank you. I am working on a merge document using Office Home & Student 2013 & Windows 8.1. Why do only 255 characters appear in my Word document text field when there is double that amount of data in my Excel spreadsheet. The data is formatted as "text" in Excel. Is there a maximum amount of data in either Word or Excel, and if so, can I override it? Thanks.

    1. Hello, Linda,

      Unfortunately this is a limitation set for Text in Excel. Please try to split your data to several cells and join them again after Mail merging.

      1. Thats not the whole truth:
        "Word looks at the data in the first record in the datasource in order to decide what you need. I suspect that some of your fields are merging OK because they have more than 256 characters in the first record. Edit the first record so that it has more than 256 characters in any fields that are long for some records." Kimberly from MSOfficeForum

  33. Hi Svetlana,
    I'm trying to create a 2007 Word mail merge document from a 2007 Excel file to use to print labels on an Avery 8160 label sheet which contains 30 labels (3 columns & 10 rows). But I can only get the top row of data and the bottom row of each page of the label to display the excel list data. All rows and columns of the entire excel file display as I go through the mail merge setup prompts, but just will not fully merge and display as expected on the label. Any thoughts?
    Thank you.

    Dave

  34. Hi. Thank you so much for tutorial. I mail merge infrequently and find your website very helpful.
    I have to mail merge an agenda with different breakout groups.
    In my excel, I have the breakouts in different colours (eg: Red (in red font), Blue (in Blue font) etc)
    How can I ensure the merge keeps their actual colours eg: Reg is in red, Blue is in blue colour?

    obviously each person has a different breakout group schedule to another person. So it is not possible to change font colour individually ...it will drive me crazy (6 breakouts x 70 people).
    Many thanks
    Sandy

    1. Hello, Sandy,

      The point is that mail merge works with the Data source and doesn't import the formatting from Excel.

  35. I am trying to pull an amount such as AUD 190,000 over from an excel sheet using mail merge but it is showing AUD190,000 without the space between the AUD and the 190,000. Is there a switch I should use? It is showing properly in the excel cell. Thanks!

    1. Hello, Paige,

      Please try to use a custom formatting. Format Cells -> Custom.

  36. Hi Svetlana,

    congratulations tutorial.
    when using mail merge fields in Word I appear in many places. Database excell values ​​are 2 decimal places in my Word file appears with 13 decimal places . This appeared today use much mail goes but there were no problems . thank you

  37. Hi,
    Is it possible for mail merge to pick up formulas like vlookups?

    1. Hello, Andrew,

      You can use Excel tables with VLOOKUP columns for Mail merge.

  38. I am stumped! I bought a mailing list (in an excel spreadsheet) and I'm mail merging with Word on to labels--and everything looks great EXCEPT I have 5 rows (+1 label) blank in the middle of every page.
    It doesn't seem to matter which spreadsheet I use as my data source, I still get the blank labels. Any ideas what I'm doing wrong?

  39. I have an excel database from which I produce numerous different documents in word. When I select certain records from the recipient list in excel to use in a merge in a word document (usually not in consecutive order), what I end up with is the last record in my selection. I then have to scroll back through the end result in order to print the records I initially chose. If I'm given the option to select certain records from the recipient list, why do I get the extra records in my merge result and not the specific ones I chose?

  40. Thanks...
    In this tutorial very easily the whole function have been described.

  41. Hi,

    I'm trying to mail merge two different values to one checkbox so that if the values 1 or 3 is in excel it would check the box in word. Any idea what command to use?

    It is easy for one specific value with following command { IF { MERGEFIELD "mergefieldname" } = "True" "symbol for checked box" "symbol for unchecked box" }

    Thanks in advance!

  42. Hi - When I go to mail merge on Word from an Excel spreadsheet with multiple worksheets, I go to select recipients, select the excel document and then a box appears to select which worksheet you want to use. I currently have 5 tabs on the excel spreadsheet and yet the box that asks you to chose which sheet you want shows around 30 - different duplicates of the originals. This is really frustrating. Is there any way to remove these either via word or excel, without deleting the originals from the list?

  43. Thanks for all these explanation.
    My datasheet (table) contains formulas (=OFFSET(Extract20130404;MATCH(A274;Extract20130404[Delivery customer];0)-1;MATCH($D$1;Extract20130404[#Headers];0)-1;1;1))

    Is there a way to merge even if the data is made of formulas?
    Up to know I can't merge. The only way I found is to copy/paste special (values only) and then merge. But this way is a waste of time.

    Thanks by advance.

  44. Greetings,
    Thank you for detailed post.
    I have a query,request your expert comment on the same.
    Is it possible to append new records in the already mail merged document, without saving it as a separate file?
    I have an excel file containing 120 records (rows). I prepared a letter and inserted the fields from the said excel file. Thereafter, I performed mail merge. Now I have two files, the first one with only one letter and a connecting link with excel data and the second one with 120 letters. Now if I add say 10 more rows in the excel file, how can I get it updated in the second file containing 120 letters?

    Regards,

  45. When doing a mail merge in MS Office Professional Plus 2013 I set my greeting line format to be Dear Mr. Randall, but the preview shows it as Dear Jack Randall. If I go into Match Fields and change the first name block to "not matched" it goes to the default "Dear Sir or Madam,". Do you know how I can get this to work?

  46. Hi dear,
    Many thanks for your great full & clear explanation regard this & hope to with you furthe trouble when obtaining this digital world.
    Wish you sucess.

    Thanks again,
    Maduranga Fernando

  47. When I use the DDE option as indicated I am unable to select a specific sheet for my import ( My file has different sheets , linked to each other so I don't want to paste it in a seperate sheet. It slows down the computer is the sheets are linked to sheets in different files) I do I get around this

  48. I am trying to do a mail merge from Excel to Word in a Chart-type form. I can everything to merge except one field. This field will occasionally pull correctly but typically pulls as 0. It should be in the format ####### or blank. I have tried changing the format of the excel file to many different types but this field does not work.

    Please help.

  49. Hey - Thank you so much for these easy to follow instructions. I've tried mail merge before and I wanted to pull my hair out. I'm glad I found your instructions. You rock!

  50. The manual is great!
    There is also Gendo (www.gendo.me) that does it a bit faster ( merges data into docx template).

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