Use mail merge for bulk email, letters, labels, and envelopes – Office Support.How to Mail Merge from MS Word and Excel (Updated Guide)
If you need to edit, sort, or filter your mailing list, see Mail merge: Edit recipients. You can add other fields from your data source to your email message. For more information, see Insert mail merge fields. Note: You’ll need to format your email manually after inserting fields. If any part of your address or other fields are missing, see Mail merge: Match Fields to fix.
To change the font, size, or spacing of the merged content, select the merge field name and make the changes you want. Choose Preview Results , and then choose Next or Previous to see the names and addresses in the body of your letter. In the To box, choose the email address column or field from your mailing list. Note: Word sends an individual message to each email address. In the Subject line box, type a subject line for the message.
In the Mail format box, choose HTML the default setting or Plain text to send the document as the body of the email message. Current record only the record viewable on your screen is sent the message. From and To send only a range of records. When you save the main document, you also save its connection to the data source.
To reuse, open the document and answer Yes when prompted to keep the connection to the data source. Use mail merge to create and send bulk mail, labels, and envelopes. Mail merge – A free, 10 minute, video training. If you want to use your Outlook contacts, make sure Outlook is your default email program and is the same version as Word. In your main document, select Drag fields into this box or type text , and click or tap the text to remove it.
Add and format the fields you want to be included in the email message, and choose OK. Use the left and right arrow buttons on the Mailings tab, to scroll through each email message. Merge to E-Mail is unavailable if you have not selected your default email program.
When you send as an attachment, the email has no body text, but the message is sent as an attached document. Mail merge. Document types. Use mail merge to send bulk email messages. Step 2: Set up your mailing list The mailing list is your data source. Choose the format you want to use. Choose OK to insert the merge field.
In Word, type the email message you want to send. But to make this work, the name of the mail merge field in your personalized letter template must match the name of the column header in your spreadsheet. If the name of the merge fields and column headers match, the mail merge function would then merge your data file and your letter template to generate a personalized letter for each person.
You can use the mail merge feature in Word and Excel to create auto-personalized individual letters quickly. Note: If your contact data is readily available as an Excel spreadsheet , open the file and format it. Step B Now you can start entering the details of your address list into the Excel workbook. Only enter your column headers in the first row, starting in cell A1. Check your header row to make sure the column headers in your Excel spreadsheet are exactly the same as the field names or placeholder names you want to use in your Word template document.
Step C Enter your contact information in your Excel database as one record per row, starting from cell A2. To ensure this, you need to:. Click on the Number Format box and choose the correct format from the drop-down list that appears. Read my guide on how to export contacts from Gmail to learn how. Note: Ensure that you finish all edits to the Excel spreadsheet before starting the mail merge process.
The next step is to create the form letter or mail merge template — your main document in MS Word. You can create a different mail merge template for every bulk email campaign, and you can save the templates for future use.
A favorite time-saving technique of mass email managers is to choose an old email template that worked well, update the content where necessary, and give the mail merge template a new name. As a result, when you create your mail merge document, try writing it in a way that will let you adapt and reuse it in future bulk mailings.
A drop-down menu displaying every different mail merge document type will appear. You can select the document type for letters, emails, envelopes, mailing labels, or a directory. Or you could choose a starter template or another existing document as your mail merge template. Now you can select the list of mail merge recipients from your Excel file who will receive your letter.
A drop-down menu appears, showing different mail merge list sources. As your contact information is already available as an Excel file, click on Use an Existing List. Step B In the dialog box that pops up, select the Excel sheet you created earlier and click Open. Step C A Select Table window appears. Choose the Excel worksheet you want to merge with the Word template and click OK.
Anyone you remove from your recipient list in this step will be removed from any mail merge project that uses this data file in the future. The next step is to add personalized content like contact names and addresses to your form letter template Word mail merge document. Note: You can add a personalization variable at an insertion point of your choice in the Word document.
For example, to add a greeting line before the body of your letter , simply place the text cursor at the point you want to add it. In the window that appears, choose an address block format of your choice and click OK. In the dialog box that pops up, select the format you want to use and click OK.
You can see a drop-down list of some mail merge labels. These labels are the column names in your Excel spreadsheet. Click on the mail merge fields you want to add to your letter. Note: You can also use the Match Fields feature to manually match your Excel column fields with the Word placeholders.
This way, you can ensure that all the mail merge fields are accurately mapped to your Excel column names. After personalizing the form letter for each recipient, you can preview the letters to see how they look with the data inserted from your Excel worksheet. Step B To preview the result for each recipient, you can enter the recipient number the corresponding row number in your Excel spreadsheet in the text box.
Note: You can also click on the Next and Previous buttons to quickly scroll through your mailing list to preview the letter for each person. If you realize someone who is scheduled to receive your bulk email should be removed from the recipient list , refer to Step 3 D for instructions. You can also reuse the merged document for sending additional letters — just open it and click Yes when Word prompts you with this alert:. You can use mail merge to quickly create personalized emails for newsletters, promos, and other email marketing messages.
Here, your mailing list is the data file , while the email is the mail merge template. Just follow the same steps to send merged emails to your mailing list. While you can use a Microsoft Word document to create merged emails, there are two major drawbacks with this approach :. Image Source: Twitter. Now , imagine sending hundreds of such embarrassing emails! GMass is a powerful mail merge tool that lets you easily create and send tons of emails from your Gmail account.
Its advanced mail merge features have made it a popular tool used by employees from LinkedIn, Uber, Google, and Twitter. GMass is also perfect for individuals and groups like clubs, schools, churches , and other institutions to send emails to a target audience. With GMass, you can easily create a mail merge with a data file stored as an Excel spreadsheet or a Google Sheet. Why would you want to do this?
Because Google Sheets is far more powerful than Microsoft Excel for mail merging. Its automatic cloud-sync feature auto-saves your work with each edit made in the spreadsheet. Additionally, Google Sheets is completely free and can be used by anyone with a Google Gmail or Google Workspace account.
Step C In the window that appears, click on the Upload tab to import your Excel sheet. Step D You can now choose the file you want to import from your computer. To select the file, click on the Select a file from your device button. Step E Choose the Excel file you want to import from your computer and click on the Open button. Step F Your file will be automatically imported as a new Google spreadsheet, which becomes your mail merge recipient list and data file.
Your Google Sheet must be well-formatted before you use it with GMass. GMass will auto-detect all column names during the mail merge process.
It will automatically use the column labels in your Google Sheet as the placeholders in your email template. After logging in, you can see three new GMass buttons next to your Gmail search box. It only makes the buttons appear in your Gmail account. You have to link it to your Gmail account as above to activate it. Step C You can now use the drop-down menu to choose the Google sheet you want to use for the mail merge.
Note: If you have only one sheet Sheet1 in your Google spreadsheet , that sheet gets chosen by default. However, if your spreadsheet has multiple sheets, you can select the sheet you want from the drop-down list. It will also automatically insert their email addresses in the To field of a new email. Note: GMass replaces the list of individual email addresses with a single alias address.
However, you can choose to display the email addresses individually. To use these personalization settings, click on the settings arrow near the GMass button. Click on the Personalize drop-down list button to see all the column names present in your Google sheet. To personalize your email, select the column labels from the drop-down list.
You can add these placeholders anywhere in your email message and subject line. Step F After composing your email, click on the GMass button to send it to all your recipients. Read more about how to send a mass email with personalized attachments. The Mail Merge Toolkit for Word is a third-party add-in that lets you do more personalization than the standard Word mail merge alone for example, including attachments.
You can download a free trial and view an online toolkit tutorial to get started. Once you have the program, go to the Start Mail Merge selection under the Mailings tab and follow the prompts. If you want to send a mail merge from a shared mailbox such as from an email address named for a department, company, or event instead of a person , you can arrange it in Outlook.
Choose Label as your template document type, and under Label Options , select a label manufacturer and style number for example, Avery , etc.
Where is the Mail Merge in Microsoft Word , , , , and
Mail merge lets you create a batch of documents that are personalized for each recipient. For example, a form letter might be personalized to address each recipient by name. A data source, like a list, spreadsheet, or database, is associated with the document. Placeholders–called merge fields–tell Word where in the document to include information from the data source.
You work on the main document in Word, inserting merge fields for the personalized content you want to include. When the mail merge is complete, the merge document will generate a personalized version of itself for each name in the data source. Your first step in setting up a mail merge is to pick the source of data you’ll use for the personalized information. Excel spreadsheets and Outlook contact lists are the most common data sources, but any database that you can connect to Word will work.
If you don’t yet have a data source, you can even type it up in Word, as part of the mail merge process. For details about data sources, see Data sources you can use for a mail merge.
Mail merge using an Excel spreadsheet. Use Outlook contacts as a data source for a mail merge. Word provides tools for incorporating your data into the following kinds of documents. Follow the links for details about each type:. Letters that include a personalized greeting. Each letter prints on a separate sheet of paper. Create and print a batch of personalized letters. Email where each recipient’s address is the only address on the To line. You’ll be sending the email directly from Word.
Create and send email messages. Envelopes or Labels where names and addresses come from your data source. Create and print a batch of envelopes for mailing. Create and print sheets of mailing labels. Directory that lists a batch of information for each item in your data source. Use it to print out your contact list, or to list groups of information, like all of the students in each class. This type of document is also called a catalog merge.
Create a directory of names, addresses, and other information. Excel spreadsheets and Outlook contact lists are the most common data sources, but if you don’t yet have a data source, you can type it up in Word, as part of the mail merge process. Excel spreadsheet works well as a data source if all data is on one sheet and the data is formatted so that it can be read by Word. For more info, see Prepare your data source in Excel for a mail merge in Word for Mac.
Outlook Contact List contains data in a format that can be read by Word. See Use Outlook contacts as a data source for a mail merge. Word data file is a data source you can create on the fly, within Word. For more info, see Set up a mail merge list with Word.
Create envelopes by using mail merge in Word. Create and print labels using mail merge. For more info, see Prepare your data source in Excel for a mail merge in Word. Create mailing labels in Word by using mail merge. If you have the Word desktop application, open the document there and perform a mail merge there. Premium apps:. Premium apps. Data sources Your first step in setting up a mail merge is to pick the source of data you’ll use for the personalized information.
Excel or Outlook If you know you’ll be using Excel or Outlook as the source of your data, see: Mail merge using an Excel spreadsheet Use Outlook contacts as a data source for a mail merge Document types Word provides tools for incorporating your data into the following kinds of documents.
Follow the links for details about each type: Letters that include a personalized greeting. Create and print a batch of personalized letters Email where each recipient’s address is the only address on the To line. Create and send email messages Envelopes or Labels where names and addresses come from your data source. Create and print a batch of envelopes for mailing Create and print sheets of mailing labels Directory that lists a batch of information for each item in your data source.
See Use Outlook contacts as a data source for a mail merge Word data file is a data source you can create on the fly, within Word. Document types Letters that include a personalized greeting. Create envelopes by using mail merge in Word Create and print labels using mail merge. Document types Word provides tools for incorporating your data into the following kinds of documents. Create and print a batch of personalized letters Envelopes or Labels where names and addresses come from your data source.
Create envelopes by using mail merge in Word Create mailing labels in Word by using mail merge. A subscription to make the most of your time. Try one month free. Buy now. Best Value. Need more help?
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Video: Advanced mail merge – Word.How to Mail Merge from MS Word and Excel (Updated Guide)
Mail merge is a great tool for creating the same document for several different recipients. For instance, suppose that you want to send a marketing email to all customers stored in a database. Microsoft Word has a feature where you place template input within a document and use it to pull data to generate several of the same content for multiple different people. You can combine a Word document with data from Access, Excel or your own comma-delimited file.
Mail merge is usually used to merge a large set of data. We used as an example, but you can generate thousands of letters and correspondence based on thousands of data points in an external file.
We’re using Microsoft Excel for this lesson’s example, but it will only have two rows to illustrate the mail merge feature. Before you perform a mail merge, you need to identify your data source. We set up an Excel spreadsheet that contains one column. The column is a “First Name” field where a list of customer first names are stored, You can have thousands of these records stored in an Excel file, but we only store two rows.
Setup data for mail merge in Excel. After you enter some data in the first column in Excel, save the file to a directory on your computer. You’ll use this file to test the mail merge feature. After your data is set up, it’s time to walk through the mail merge feature within Word. Word has an entirely separate ribbon tab for merging data and documents.
You can find all features for mail merging documents and data in the “Mailings” ribbon tab. Mail merge dropdown. When you click the “Start Mail Merge” button, a dropdown menu is displayed. This menu gives you choices on which merge document type that you want to work with. For this example, a simple letter will be used to mail merge content. The “Letters” option lets you create a document with several versions of a letter. The only difference between each letter will be the name of the customer that will be changed in the greeting.
However, from the dropdown you can see the different content types available for a mail merge action. You can use this feature for emails, envelops, labels and directory content.
You aren’t limited to just these content types. Mail merge can be used with any content type that you can set up in Microsoft Word. Click the “Letters” option. When you select this option, Word goes into a mail merge mode with the “Letters” format as the main template.
At this point, you need to choose a data source. This is where the Excel spreadsheet is used. The next step is to select the recipients for your mail merge action.
The next step in a mail merge operation is the select recipients. These recipients are exactly what was saved in the Microsoft Excel spreadsheet created earlier. Remember that you can use several data sources for a mail merge.
Using Microsoft software is the best solution, but if you need to use a data source from another application, it’s usually best to export data to a comma-delimited file CSV. These files are a universal way to transfer data across different platforms.
Click the “Select Recipients” button to see a list of dropdown options:. Select recipient options for a mail merge. You could use a new list, but we’ve created an Excel spreadsheet to store our list of customers. We only have one column, but you can use an existing Excel spreadsheet or any other data source that contains a list of data. For this example, we just want the first name of each of our customers.
Click the “Use an Existing List” option and a window opens where you select the data source. Choosing a data source. When you select the Microsoft Excel spreadsheet that we created early, a configuration window opens after detecting that the data source is a spreadsheet. Because spreadsheets have a “sheet” as the main table within the document, Microsoft Word asks the main table.
If you have several sheets that contain your data, you need to choose the sheet within the Excel spreadsheet that you want to use as your data source. The next step is to edit the recipient list. You do this by clicking the “Edit Recipient List” option in the “Mailings” ribbon tab.
A new configuration window opens that displays your spreadsheet data. Mail merge recipients data source. In the image above, notice that the data source is set to the Excel file name, and then the Word mail merge feature automatically picks up the column name “First Name. Should you not have this header row, you will only see column letter labels. For this reason, it’s important to have a header row to distinguish different columns throughout your spreadsheet. This first header row will display column names when you configure your mail merge function.
Also notice that you can refine your recipient list. This option lets you change the order of your data set, but you can also filter it. The filter lets you filter out data based on your own criteria. You can find recipients using the “Find Recipient” option. The “Find Duplicates” option will eliminate the records that are considered copies of others within the Excel spreadsheet, so you don’t send the same content multiple letters.
Once you look at the list of data fields, click “OK” to confirm that it’s correct. The next step is to insert a merge field into your document. Word uses the data used in your stored recipient list to create these fields. Click the “Insert Merge Field” after placing your cursor in the place where you want the data to display. Insert Merge Field option. When you insert this merge field, the field displays in your document like the following:.
This template tells word that a mail merge data source should be inserted into its place when you activate the mail merge feature.
In the “Mailings” ribbon tab, you have several other options to help set up your document. For instance, you can set up a greeting for your letter document. Click the “Greeting Line” option in the “Write and Insert Fields” category and the option to create a greeting with your Excel spreadsheet data is set up. These options are beneficial when you have a template document with standard material including a greeting section. Before you run the mail merge function, you can preview results.
This feature lets you see your document as your recipients will see it, which is a way to test and assure the end result is something that can be deployed. Click “Review Results” in the “Preview Results” category. The first row in the “First Name” column will display using this example. Notice that the text set up in the test document now says “Hello Joe” since the first row in the spreadsheet contained the name “Joe. After you’ve review the merge information, you can complete the merge.
Word has a button that lets you finish a merge and print the documents. This is the “Finish and Merge” button. Finish and Merge button. This button is also in the “Mailings” ribbon tab, so click this button and choose your option. To print the documents for customers, choose the “Print Documents” option.
The result is a long file with a document for each of your customers listed in the Excel spreadsheet. Open Main Menu. Browse Courses My Classes. Using Mail Merge in Word Interested in learning more? Why not take an online class in Microsoft Word ?
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