Mail Merge Using Excel

How To Use Mail Merge Using Excel

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How To Use Mail Merge Using Excel – Mail merge in Excel works in a similar way to mail merge in word processing software. It allows you to create a batch of personalized documents by merging an Excel spreadsheet with a data source containing information about multiple recipients. The data source can be in the form of an Excel spreadsheet or an external database, and the main document is a template that contains placeholders for the personalized information. Once the merge is complete, the software generates a separate document for each recipient, with the appropriate information in the placeholders.

How to make a mail merge

mail merge excel to word

How do you create a merge in Excel

To create a merge in Excel, you can use the “Merge & Center” button in the “Alignment” section of the “Home” tab. This will merge the selected cells into one larger cell. You can also use the keyboard shortcut “Ctrl + Shift + &” to achieve the same result. Additionally, you can also use the “Merge Cells” option in the right-click menu or in the “Format Cells” dialog box, accessible from the “Ctrl + 1” shortcut.

What are the 10 steps of mail merge

  1. Prepare the main document: This is the document that will be used as the base for the mail merge, such as a letter or a mailing label.
  2. Prepare the data source: This is the spreadsheet or database that contains the information that will be merged into the main document.
  3. Connect the data source to the main document: In Word, this can be done by going to the “Mailings” tab and selecting “Select Recipients” and then “Use an existing list”.
  4. Insert merge fields: These are placeholders in the main document that will be replaced with information from the data source.
  5. Preview the merge: This allows you to see how the final merged document will look.
  6. Make any necessary adjustments: If there are any errors or formatting issues, make the necessary changes to the main document or data source.
  7. Sort and filter the data: You can sort and filter the data in the data source to control the order in which the records are merged.
  8. Merge the documents: Once you are satisfied with the preview, you can merge the main document and data source to create the final document.
  9. Print or email the document: You can print the merged document, or use the “Finish & Merge” option to email it to the recipients.
  10. Save the final document: Save the final merged document for future reference or editing.

Also Read: How to Do a Mail Merge in Microsoft Word

How do you mail merge and keep formatting in Excel

To mail merge and keep formatting in Excel, you will need to use Word as the main document, and Excel as the data source. Here are the general steps you can follow:

  1. Prepare your Excel data source by making sure that all the columns are labeled correctly and that the data is in the correct format.
  2. Open Word and create a new document or open an existing one that you want to use as the main document.
  3. Go to the “Mailings” tab in Word and click “Start Mail Merge”.
  4. Select “Letters” as the merge type and click “Next: Starting document”.
  5. In the “Select Recipients” step, choose “Use an existing list” and browse for the Excel data source file.
  6. In the “Write your letter” step, insert merge fields into the document where you want to place the data from the Excel data source.
  7. Preview the merge and adjust any formatting as needed.
  8. When you are ready, click on “Finish & Merge” and select “Edit Individual Documents” to open the merged documents in Word.
  9. Save the merged documents and check if the format is retained.

Please note that this process will merge the data as plain text, if you want to retain any specific formatting like conditional formatting, you will need to apply it after the merge.

Is there a way to merge cells in Excel and keep all data

Yes, there is a way to merge cells in Excel and keep all data. When you merge cells in Excel, only the top-left cell’s data is retained, and the data in other cells is lost.

To keep all data when merging cells, you can use a formula to concatenate the data from multiple cells. The CONCATENATE or “&” formula allows you to combine the contents of multiple cells into one cell, separated by a delimiter (such as a comma or space).

Here’s an example of how to use the CONCATENATE formula to merge cells and keep all data:

  1. Select the cell where you want the concatenated data to appear.
  2. Type “=CONCATENATE(A1, “, “, B1, “, “, C1)” (without the quotes) in the formula bar, where A1, B1, and C1 are the cells you want to merge.
  3. Press Enter. The contents of cells A1, B1, and C1 are now concatenated in the selected cell, separated by a comma and space.

Alternatively, you can use “&” instead of CONCATENATE formula to concatenate cells.

e.g. =A1 & “, ” & B1 & “, ” & C1

You can also use the Text to Columns feature to split the data from merged cells into individual cells.

Please note that, when you use these methods, you will lose the original formatting of the cells.

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