How to Mail Merge Excel to Word? Mail merge is a process that allows you to combine data from a spreadsheet or database with a document template to create personalized documents, such as letters, labels, or envelopes. To do a mail merge in Microsoft Office, you can use the Mail Merge Wizard in Word, which will guide you through the process. Here are the general steps to do a mail merge in Microsoft Word:
How do I automatically merge data from Excel to Word
Can you mail merge directly from Excel
It is possible to mail merge directly from Excel, but it would require additional steps and may not be as straightforward as using the Mail Merge Wizard in Word.
One way to mail merge from Excel is to use the built-in functionality in Excel to export the data as a .csv file, and then use that file as the data source for a mail merge in Word. This method would involve exporting the Excel data, creating the mail merge document in Word, and then linking the exported .csv file to the mail merge document.
Another way would be to use a macro or script to automate the process of creating the personalized documents directly in Excel. This would require knowledge of Excel macros or programming.
In any case, using the Mail Merge Wizard in Word is the most common and easiest way to perform a mail merge.
Also Read: How to Do a Mail Merge in Microsoft Word
How to do mail merge Excel to Word step by step
Here are the step-by-step instructions to perform a mail merge from an Excel spreadsheet to a Word document:
- Create an Excel spreadsheet with the data that you want to merge into your Word document. The first row should contain the field names (e.g., “First Name,” “Last Name,” “Address,” etc.).
- Open a new Word document and go to the Mailings tab.
- Click on “Start Mail Merge” and select the type of document you want to create (e.g., letters, emails, labels, etc.)
- Click on “Select Recipients” and choose “Use an Existing List.”
- Browse to and select the Excel spreadsheet that you created in step 1.
- Word will open the Excel spreadsheet and prompt you to select the worksheet that contains the data. Select the correct worksheet and click “OK”
- Word will show you a preview of the data that will be merged. Verify that the data is correct, then click “OK”
- Place the cursor where you want the merge fields to be inserted in your document.
- Click on “Insert Merge Field” and select the fields that you want to merge into your document. (e.g., “First Name,” “Last Name,” “Address,” etc.)
- After you’ve inserted all the merge fields, you can preview the merged document by clicking on “Preview Results”
- Once you’re satisfied with the preview, you can finish the merge by clicking on “Finish & Merge” and then selecting “Edit Individual Documents” or “Print Documents” depending on your needs.
- Finally, Save the document with a new name, to keep the original template for future use.
Note: If you want to merge the same data into multiple documents, you can use the “Update Labels” option under “Finish & Merge”. This will allow you to merge the data into multiple copies of the same document without having to repeat the merge process.
How do I keep Excel formatting in mail merge
When performing a mail merge from Excel to Word, the formatting in Excel will not carry over to the merged document by default. However, there are a few ways to keep the formatting:
- Copy and paste: You can copy the cells from the Excel sheet and paste them into the Word document. This will keep the formatting, but it will not be dynamic and will not automatically update if the data in the Excel sheet changes.
- Embed the Excel sheet: You can embed the Excel sheet in the Word document, so that any changes made to the Excel sheet will automatically update in the Word document. To do this, in Word, click on “Insert” and select “Object”. Select “Microsoft Excel Worksheet” and click “OK”. The Excel sheet will be embedded in the Word document, and you can format it as desired.
- Use a Macro: You can use a macro or script to automate the process of creating the personalized documents directly in Excel, this way you can maintain the original formatting as well as the dynamic functionality of the mail merge.
- Save As: You can Save the Excel sheet as a HTML, this will preserve the formatting and can be used as data source for mail merge in word, Keep in mind that not all the formatting may be preserved this way.
- Use the “Match Destination Formatting” option when pasting: By default, when you paste data from Excel into Word, it will take on the formatting of the Word document. To keep the formatting from Excel, you can use the “Match Destination Formatting” option when pasting. To do this, right-click on the area where you want to paste the data and select “Paste Special” and then “Match Destination Formatting”
Also Read: How To Use Mail Merge Using Excel
Ultimately, the best method will depend on your specific needs and the complexity of the formatting in the Excel sheet.