Using the mail merge feature of Microsoft Word & Excel, you can create customized letters for a variety of recipients.
Here you'll find a detailed step-by-step instructions on how to do a mail merge in Microsoft Word and Excel, along with free downloadable templates you can use to test the process.
When you run a mail merge, Microsoft Word connects your Word document to a data source containing data about your recipients (e.g., an Excel containing names and addresses) and automatically inserts the recipient details from the data source.
A Word document to be sent to multiple recipients
A list with all recipient data (e.g., an Excel table).
Link the document with mail merge fields to the Excel list.
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Open Microsoft Word and create a new document, such as a letter or invitation. You can also download our letter template and use it instead.
You can leave the address block and salutation empty for now, as these elements will be automatically filled in with the address data from your Excel spreadsheet.
Next, you need to create an Excel table containing your recipients address data. In the first row, you should create suitable column headings, as they’ll be needed later for mapping into Word. Feel free to download our Excel data source template and use it.
Alternatively, you can use your Outlook contacts as your data source.
Return to your document in Microsoft Word document and select the "Mailings" tab in the top menu bar.
To use the data from the Microsoft Excel spreadsheet in the address block and in the salutation, you need to insert mail merge fields.
Congratulations! You created a mail merge in Microsoft Word!
To check that your imported recipient data is correct, click on "Preview Results" and navigate with the arrows between the different recipients.
If you want to add new recipients, simply add them to your Excel list. Microsoft Word will automatically update your mail merge letter with the new data.
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Large files: Mail merge letters with graphics quickly exceed the size limit and cannot be created.
Time consuming: Creating mail merge letters with Microsoft Word and Excel is time consuming.
Programs with costs: If you don't already subscribe to Word and Excel, you have to buy a license to use them.
Complicated post-processing: Additional recipients are difficult to add afterwards.