How to Do a Mail Merge in MS Word Using an Excel Spreadsheet


This article has instructions that can help you utilize an Excel spreadsheet to perform a mail merge in MS Word.


  • Create an Excel spreadsheet with information about the recipients, such as: names, addresses, emails and etc., as per your requirement.

Screenshot of the Excel Spreadsheet with the information to be added in mail merge

  • In a blank Microsoft Word document, click on the Mailings tab. In the Start Mail Merge group, select Start Mail Merge.

Screenshot highlighting "Start Mail Merge" icon

  • Click on Letters.

Image of the options under the Start Mail Merge highlighting "Letter"

  • Now select Select Recipients in the same Start Mail Merge group.

Image highlighting the Select Recipients icon.

  • Click on the Use an existing List option.

Screenshot highlighting the "Use an Existing List" option.

  • You can now select your Excel file and click Open. Then, select the target sheet and click Open.

Screenshot of the sheets in the selected excel file

  • You will now be able to insert the content at your convenience using the Write & Insert Fields group.

Screenshot of the "Write & Insert Fields" group

  • You can select the type of content that you would like to add from the options Address Block and Greeting Line.
  • After selecting Address Block or Greeting Line, using the Match Fields button you’ll have the option to match the columns in the spreadsheet with the items to be added.

Image of the "Greeting Line" settings after the select "Match Fields" highlighting the required fields,

  • To verify that the recipient details correctly appear in the letter, click on Preview Results in the Mailings tab, and then use the left and right arrows to switch between the recipients.

Image highlighting the "Preview Results" icon under the Mailings tab

  • After previewing your letter for each recipient and click on Finish and Merge under the Finish group and select the option as per your convenience.

Image highlighting the "Finish and Merge" with its options.



Print Article


Article ID: 1000
Thu 12/22/22 3:18 PM
Wed 6/12/24 5:57 PM

Related Articles (13)

This article walks you through the steps to add members to a M365 Group via Outlook.
Every time you create a new document, Word sets the Author property based on the Username setting that appears in the Word Options dialog box. Likewise, PowerPoint sets this property for new presentations you create, using the setting in PowerPoint Options, and Excel sets this property for new workbooks you create, using the setting in Excel Options. The Username setting also provides the name and initials that are displayed in comments and tracked changes.
This article is helpful for enabling the Bcc and/or From fields in Outlook Online.
This article contains information on the Translate Message feature in Outlook’s Desktop Version. With Outlook’s Translate Message add-in, language can never be a communication barrier. You can translate emails received into any language as per your preference, thanks to the add-in. This article discusses how the add-in can be set up and used.
This article shows you the steps needed to recover deleted emails or Calendar Events in Outlook.
The videos in this article will help you effectively use Microsoft Word and other applications seamlessly.
This article provides instructions to manage mailbox delegates on New Outlook (Windows).
The article explains why Outlook asks you to allow a website to configure an email's server setting.
The scope of the article is to help you fix the incorrect language appearing on Outlook.
This article explains that With Microsoft Outlook’s recall and replace email feature, you can recall your earlier email and replace it automatically with a newly drafted one.
You can create a new Outlook profile to refresh the application without re-installing it.
This article will help you learn and revise more advanced Microsoft Excel features such as Auto fill, Pivot tables, Find and replace, Filter and Sort, and Inserting Rows and Columns to better process, analyze, and visualize your data.