How to mail merge from Excel to Word – Once the source data spreadsheet is set and reviewed, you are ready to run the mail merge. In this example, we will be merging letters. For email messages, the steps will be essentially the same.

1. Create a Word document, If you have already composed your letter, you can open an existing document, otherwise create a new one.
2. Choose what kind of merge you want to run, On the Mailings tab, in the Start Mail Merge group, click Start Mail Merge and pick the mail merge type – letters, email messages, labels, envelopes or documents. We are choosing Letters,
3. Select the recipients, On the Mailings tab, in the Start Mail Merge group, click Select Recipients > Use Existing List,
4. Connect Excel spreadsheet and Word document, Browse for your Excel file and click Open, Then, select the target sheet and click OK, By setting the connection between your Excel sheet and the Word document you ensure that your mail merge data source will be automatically updated each time you make changes to the Excel file that contains the recipient details.
5. Refine the recipient list, If you want to exclude certain recipients, then click the Edit Recipient List button in the Start Mail Merge group. The Mail Merge Recipients dialog pops up, and you check or uncheck checkboxes to add or remove the recipients from the mail merge. Tip. You can also sort, filter and dedupe the recipients list as well as validate the email addresses by clicking the corresponding option under Refine Recipients List, When the recipients list is finalized, you are ready to start on the letter. Type the text directly in a Word document or copy/paste from an external source.
6. Add Address Block and Greeting Line, Now it’s time to add placeholders for the Address Block and Greeting Line for Mail Merge to know exactly where to place that data. To add a placeholder, click the corresponding button on the Mailings tab, in the Write & Insert Fields group. Depending on which merge field you are inserting, a dialog box will appear with different options. Select the ones that work best for you, observe the results in the Preview section and click OK, To switch to the next or previous recipient, use the right and left arrows. Tip. If Word pulls wrong information from the Excel file, click the Match Fields button to match a specific field, When done, the merge field placeholders will appear in your document like shown in the screenshot below:
7. Insert merge fields, In some cases, adding only the Address block and Greeting line will suffice. When the letter is printed out, all the copies will be identical except for the recipients’ names and addresses. In other situations, you may wish to insert more merge fields to personalize your letters a little further. To do this, place the cursor exactly where the personal information should appear in the letter, click the Insert Merge Field button on the ribbon, and choose the field from the drop-down list. If a merge field is inserted within the text, make sure there are spaces on both sides of it:
8. Preview the results, To verify that the recipient details correctly appear in the letter, click the Preview Results button on the Mailings tab, and then use the left and right arrows to switch between the recipients.
9. Finish mail merge, If you are happy with all the previews, head over to the Finish group and click the Finish & Merge button. Here you can choose to print the letters or send them as email messages. To make some edits before printing or emailing, click Edit Individual Documents, A new document will open, and you will be able to make the changes in each particular letter.
10. Save the mail merge document, Save the mail merge results as a usual Word document by clicking the Save button or pressing the Ctrl + S shortcut.

Once saved, the file will stay connected to your Excel mailing list. When you want to use the mail merge document again, open it and click Yes when Word prompts you to retain that connection.

How to do a mail merge on Word?

Want more? – Mail merge using an Excel spreadsheet Insert mail merge fields Create and print mailing labels for an address list in Excel Use Word mail merge for email Mail merge is all about mass mailings that you individualize for each recipient. You can add individual elements to any part of a label, letter, envelope, or email, from the greeting to the entire document, even images.

You start with a main document, attach a list of recipient information, and add mail merge fields. Then Word automatically fills in the fields with recipient information and generates all the individual documents. In this course, we’ll start with email, then move on to letters and envelopes. Here’s a quick way to get started.

On the MAILINGS tab, click Start Mail Merge and Step-by-Step Mail Merge Wizard, Select the type of document you want to add mail merge to, and click Next, Here you can start a new document from a template or existing document. Since our document is already open, we’ll select Use the current document,

• A recipient list can come from one of three places: an existing list, such as a mailing list you created in Microsoft Excel, Microsoft Outlook contacts, or you can type a new list.
• Let’s say we want to send the email to customers in our Outlook contacts,
• When you select this option, you also need to choose which contacts folder to use.

Choose an Outlook profile if you get a prompt. I’ve already created a folder in Outlook to hold my customer contacts. So, we’ll select that one and click OK, And Word adds the contacts to a recipient list. If you want, you can check through the list and edit it before you run the mail merge.

• For example, if you have a large list, you may want to send email in chunks.
• You can click the arrow next to Last and sort the list in ascending order.
• Uncheck the box at the top to uncheck all the contacts.
• Then, start by sending email only to contacts with last names that begin with B, C and D.
• When you’re done, click OK,

Next, we’ll add the mail merge fields to the email message. Let’s keep it simple and just add a greeting line field. Delete the one we have there now and click Greeting line, First, select a format. We’ll keep Dear, But let’s change the name format to something less formal.

1. And we’ll keep the comma.
2. If there’s a problem with a recipient name, Word inserts this generic greeting.
3. Let’s change it to Dear Customer with a comma.
4. Down here, you can click through the contacts to preview the greeting line for each one.
5. When you’re done, click OK,
6. And Word inserts the merge field.
7. Click Next, and Word temporarily replaces the merge fields with entries from the recipient list so you can preview how each email will look before it’s sent.

This is particularly useful if your email contains a lot of merge fields. If everything looks okay, click Next to complete the merge. Click Electronic Mail, add a Subject line for the emails, and click OK, when you’re ready to send them. So the wizard can help you get up to speed with mail merge.

How to do an email merge from an Excel spreadsheet?

We’ve all been there. You have a long list of people to contact, and you want to give each of them a personalized touch, but the thought of manually typing out hundreds or even thousands of emails is making your head spin. Mail merge to the rescue! To mail merge from Excel to Outlook, start by preparing your Excel spreadsheet with the required data, ensuring details like name, email, etc.

has its own column. Open Outlook and compose a new email. Click on the “Mailings” tab, then “Start Mail Merge,” and select “Email messages.” Click “Select Recipients” and “Use an Existing List,” then navigate to and select your Excel file. Adjust the settings as needed, and click “OK” to send your personalized emails.

That’s the abridged version of the process. In today’s article, we’ll show how to use Microsoft Excel, Word, and Outlook to perform a mail merge. We’ll create a mailing list via Excel, use Microsoft Word to compose a message, and then perform mail merge for Outlook.

How do I merge Word documents without losing formatting?

How to Merge Word Documents? – 3 Easy Methods (This guide on how to merge word documents is suitable for all Microsoft Word versions, including ) Imagine you are working on documenting a certain product as a team. Each individual in the team has their part ready to be documented, and they are working from their respective locations and devices.

In other cases, you might have data under different Word documents like a monthly report sheet or a weekly checklist. You’d want to consolidate them into a single file for easy sharing and exporting options. Though separated, some documents need to be consolidated as a single file for validation. This makes it easy to search through and retrieve data.

Also, merging Word documents helps reduce the space occupied and mitigates the file clutter. In this article, I will tell you how to merge Word documents in 3 easy ways. Merging separate Word documents into a single consolidated file can be done using 3 simple methods.

Copy the data from one document by right-clicking and selecting Copy on the selected content or by pressing Ctrl + C,

When pasting, you can press the shortcut keys Ctrl + V to paste. For additional pasting options, right-click and select any of the Paste Special options (Keep Source Formatting, Merge Formatting, Picture, or Keep Text Only).

Or, click on the Paste drop-down from the Clipboard section under the Home tab to access the different Paste options.

One advantage of this method is that it gives you the flexibility to either keep or change the formatting of the copied data. However, there are a few drawbacks to this method. This method is helpful when the number of documents to merge is smaller. If there are multiple documents, then merging documents by copying and pasting becomes a time-consuming and difficult process.

To merge the files, open a new Word document or an existing Word document. This will serve as the template upon which the other files will be merged.

Navigate to Insert, Under the Text section, click on the dropdown from Object and select Text from File,

Now, navigate to the file location and by holding the Ctrl key on your keyboard, select multiple documents.

Note: One prerequisite when using this method is to make sure the Word documents are all saved in the same folder before using the Text to File option.

This combines multiple Word files into a single Word document.

Using this method, you can add any number of documents but make sure all the Word files are stored in the same folder. If you think searching for and going through certain steps to merge Word documents is a bit complex, you can easily use any online third-party tools.

• These tools help merge multiple documents in a single go.
• However, online third-party tools need an active internet connection and a web browser to merge Word files.
• All you need to do is select the documents, upload the files, and click on Merge.
• Once they are merged, you can easily download them to your local storage.

Some online Word merge tools are: When many people are working on a Word document, there might be multiple versions of the same document. These versions can also be merged into a single document using the below-given method.

First, navigate to the Review tab. Click on the dropdown from Combine,

This opens the Combine Documents dialog box.

From the Original document dropdown, select the original document. You can either choose the file from the dropdown or browse the file.

From the Revised document dropdown, choose the file containing the changes.

Click on the More button to view the additional Comparison setting to compare and contrast the changes in the Original and Revised documents.

You can also enable to show changes at the Character level or Word level. You can also show the changes either in the original, revised, or new document.

Once you click OK, the two versions of the document are combined into a single document. You can see the revisions and the corresponding changes in both files.

One way to maintain the formatting of multiple documents is by copying and pasting the contents from one Word document to another document using the Paste Special option. To merge multiple Word documents, navigate to Insert. Under the Text section, click on the dropdown from Object and select Text from File.

1. Now, navigate to the file location and by holding the Ctrl key on your keyboard, select multiple documents.
2. Click on Insert.
3. First, navigate to the Review tab.
4. Click on the dropdown from Combine.
5. This opens the Combine Documents dialog box.
6. From the Original document dropdown, select the original document.

You can either choose the file from the dropdown or browse the file. From the Revised document dropdown, choose the file containing the changes. Merging Word documents can be an effective way to keep your files organized and reduce disk space. It also facilitates easy sharing and exporting of documents.

In this article, we saw how to merge Word documents in 3 easy ways. You can choose to copy and paste, use the Text from File option, or use online tools. You can also merge two different versions of the Word file. For more high-quality guides on MS Word or Excel, please visit our, Ready to dive deep into Excel? Click for advanced Excel courses with in-depth training modules.

Simon Sez IT has been teaching Excel and other business software for over ten years. For a low monthly fee, you can get access to, : How to Merge Word Documents? – 3 Easy Methods

Can an Excel spreadsheet be used as the data source for a Word mail merge?

Existing data sources – Here are few examples of data sources you can use for mail merge in Word.

• Excel spreadsheet An Excel spreadsheet works well as a data source for mail merge. Data should be on one sheet and well formatted so that it can be read well with Word. For more information, see Prepare your Excel data source for mail merge,
• Outlook Contact List You can retrieve contact information directly from your Outlook Contact List on to Word. See Export Outlook items,
• Apple Contacts List You can export Apple contacts into an Excel spreadsheet and use it as your mailing list for mail merge.
• Text files You can use any text file that has data fields separated (or delimited) by tab characters or commas and data records separated by paragraph marks.

Here are few examples of data sources you can use for mail merge in Word.

• Excel spreadsheet An Excel spreadsheet works well as a data source for mail merge if all data is on one sheet and the data is formatted well, so that it can be read well with Word. For more information, see Prepare your Excel data source for mail merge
• Outlook Contact List You can retrieve contact information directly from your Outlook Contact List on to Word, See Export Outlook items,
• Apple Contacts List You can export Apple contacts into an Excel spreadsheet and use it as your mailing list for mail merge.
• Text files You can use any text file that has data fields separated (or delimited) by tab characters or commas and data records separated by paragraph marks.

Can you email one sheet from an Excel spreadsheet?

Right-click on the tab of the worksheet you want to email. If you want to send more than one worksheet, hold down the Ctrl key & click each one. The worksheet/s will now be opened in a separate workbook with a default name, like Book1. In this workbook, click on File, Share, Email, select Send as Attachment.

How do I keep Word formatting in a mail merge?

How to change format of the current date and time in Word mail merge – To insert today’s date and current time in a mail merge document, you can use the following shortcuts:

• Alt + Shift + D – insert the DATE field that displays the current date.
• Alt + Shift + T – insert the TIME field that displays the current time.

This will add the date and time in the default format. To change it, you can use a numeric switch as described above. Or you can apply the desired date/time formatting in a visual way.

1. Select the Date or Time field the format of which you want to change.
2. Press Shift + F9 to display the field coding, which may look something like
3. Right-click the selected field and choose Edit Field from the context menu.
4. In the Filed dialog box, select the desired format for the Date field, and click OK, Tip. If you want to preserve formatting during updates, select the corresponding check box in the lower right corner.

How to send Word document via email without losing formatting?

Send as an attachment Click Save & Send. Select Send Using E-mail, and then choose one of the following options: Send as Attachment Opens an email message with a copy of the file in its original file format attached. Send as PDF Opens an email message with a copy of the file in.

How to merge multiple Word documents into one and keep formatting?

Merge multiple documents into one document and keep format with Kutools for Word – After you installed Kutools for Word, you don’t need to create a new blank document, nor put the document into the same folder. With Merge of Kutools, you can quickly merge multiple documents into one in word. Please do as follows: Kutools for Word is a handy add-in to ease your work and enhance your ability of processing word document. Free Trial for 60 days! Get It Now! 1, Click Kutools Plus > Merge, See screenshot: 2. In the opening Merge Documents dialog box, please add documents you will merge: (1) Click Add Files button; (2) In the Browse dialog box open folder containing documents you will merge; (3) holding Ctrl or Shift key to select these documents; and then (4) click the OK button. See screenshot: Tip : (1) If you need to merge documents that are saved in different’s folder, please repeat this step to add them one by one; (2) You can also add all documents saved in one folder in bulk by the Add Folder button.3, Now you return to the Merge Documents dialog box, please (1) order these documents by Move Up and Move Down buttons; (2) specify a break between documents from the Break between documents drop down list; and then (3) click the Merge button. Now all specified Word documents are combined into a new document as below screenshot shown: Note: FYI, original formatting of all documents you merged are reserved in the merged result. Of course, you can open all Word documents firstly, and then merge them by manually copying and Pasting.

What are the 3 steps of mail merge?

Overview – The data source is typically a or a which has a field or column for each variable in the template. When the mail merge process is run, the word processing system creates an output document for each row in the database, using the fixed text exactly as it appears. The mail merging process generally requires the following steps:

1. Creating a main document and the template.
2. Creating a data source.
3. Defining the merge fields in the main document.
4. Merging the data with the main document.
5. Saving/exporting.

A common usage is for creating “personalized” letters, where a template is created, with a field for “Given Name”, for example. The templated letter says “Dear “, and when executed, the mail merge creates a letter for each record in the database, so it appears the letter is more personal.

What are the three steps of a mail merge process?

Creating a Data Source. Defining the Merge Fields in the main document. Merging the Data with the main document.

How do you preserve formatting in a mail merge?

How to change format of the current date and time in Word mail merge – To insert today’s date and current time in a mail merge document, you can use the following shortcuts:

• Alt + Shift + D – insert the DATE field that displays the current date.
• Alt + Shift + T – insert the TIME field that displays the current time.

This will add the date and time in the default format. To change it, you can use a numeric switch as described above. Or you can apply the desired date/time formatting in a visual way.

1. Select the Date or Time field the format of which you want to change.
2. Press Shift + F9 to display the field coding, which may look something like
3. Right-click the selected field and choose Edit Field from the context menu.
4. In the Filed dialog box, select the desired format for the Date field, and click OK, Tip. If you want to preserve formatting during updates, select the corresponding check box in the lower right corner.

How do I always merge formatting in Word?

How to set default Paste into Word document option to Merge Formatting Go to File | Options | Advanced: Cut, copy, and paste, There you will find the settings for pasting from various different locations. You can set any or all of these to Merge Formatting,

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How do I keep percentage formatting in mail merge?

Highlight your mergefield, which will look something like «Percent» Press Ctrl-F9 to wrap another field around it like this Edit the field so that you get Add percentage sign (%) on master document before completing merge.

Why does Excel lose formatting?

Ultimate Solution: Fix All Excel Errors (Including Excel Formatting) in the Easiest Way – Sometimes, the best way to fix formatting issues in Excel is to repair the file. A corrupt Excel file could have formatting issues and might be why Excel cannot save the formatting or recognize the format.

• In such a case, you should use the best repair tool Wondershare Repairit to fix all your Excel repair problems.
• This repair tool is excellent for repairing multiple corrupt Excel files.
• It also gives users the option of fixing different file formats simultaneously.
• Therefore, if you have other corrupt Excel files, you can fix them using Wondershare Repairit.

If you only have a few Excels to repair, I’d like to suggest you using the Online File Repair, because it has a free trial, and it’s more convenience to use. However, if the file amount is large, then the desktop version is needed. Here are some comparisons between the 2 modes:

For Online Excel Repair access, please enter the official website, Here I will show you how to use the desktop version in detail.

Fix all Excel corruption errors, such as blank files, unrecognizable format, unreadable content, etc. Repair damaged or corrupted files caused by any reason, such as system crash, file format change, virus attack, etc. Perfectly repair corrupted files with a very high success rate, without modifying the original file. Support Microsoft Excel 2019, 2016, 2013, 2010, 2007. Supports Windows 11/10/8.1/8/7/Vista/XP and macOS 10.10 ~ macOS 13

Additionally, Repairit supports Windows and Mac operating systems and is relatively easy to download to your PC. Its user-friendly interface makes the process of repairing your file quite simple. It doesn’t have a limitation on the file size you can fix. The steps to fix your Excel files are just three, and they’re displayed below. Step 1: Load Your Corrupt Excel File Once you install and launch Wondershare Repairit on your Windows or Mac PC, you should go to the ‘file repair’ section on the left side. Once you click on this, the ‘add’ button will appear in the middle of the page; click on it. It will open a browser window, allowing you to go to the file’s location. Wondershare will fix all the minor and significant issues on your file. Once you load the files, click on the ‘repair’ option at the end of the page. This will cause Repairit to scan the documents and then begin the repair process. Users can keep up with the progress on the screen, or the interface will inform you when the repair process is complete. Step 3: Save Repaired Files Once the repair process completes, you can preview them by clicking the ‘preview’ button next to the file icon. This option allows you to check the result of the repair process before you save. If you’re unsatisfied, you can choose the ‘advanced repair’ option.