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Last updated Monday, Aug. 31, 2024, at 10:35 a.m.

This article is based on legacy software.

In addition to the features and functions of Excel that make your database useful, you can also use the database to merge information into Word for large mailings. This means that you will not have to duplicate information you already have in your Excel database to perform a mail merge.

NOTE: These instructions assume that you have an understanding of the Word Mail Merge process. If you need more information, refer to Mail Merge Wizard: An Overview.

Important: Before You Start

The field names of your Excel database must begin in the upper-left corner of your worksheet, cell A1 (the first row and column).

Navigating to your Excel data document is similar to selecting a Word data document.

Open a blank Word document

From the Tools menu, select Letters and Mailings » Mail Merge… The Mail Merge task pane appears.

Under Select document type, select Letters

Under Select starting document, select Use the current document

Under Select recipients, select Use an existing list

To retrieve an existing recipient list,

The Select Data Source dialog box appears.

From the Look in pull-down list, locate and select the Excel workbook you will use for your list

The Select Table dialog box appears.

If your Excel workbook has multiple worksheets, select the worksheet containing your list of recipients

The Mail Merge Recipients dialog box appears.

Select the recipient(s) you want to include in your mail merge NOTE: To edit the recipient information, refer to Working with the Recipient List.

If you have not already done so, write your letter and insert the variable fields

A preview of your first recipient appears. NOTES: For more information on editing the recipient information, refer to Working with the Recipient List.

The Merge to New Document dialog box appears.

Make the appropriate selection

Make the appropriate changes in the new document that appear

Save the document

Word 2010: Using Mail Merge

Lesson 24: Using Mail Merge

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Introduction

Mail Merge

When you are performing a Mail Merge, you will need a Word document (you can start with an existing one or create a new one) and a recipient list, which is typically an Excel workbook.

If you’d like to work along with the lesson, you can download the examples below.

To use Mail Merge:

The Mail Merge task pane appears and will guide you through the six main steps to complete a merge. The following is an example of how to create a form letter and merge the letter with a recipient list.

Step 1: Step 2: Step 3:

Now you’ll need an address list so Word can automatically place each address into the document. The list can be in an existing file, such as an Excel workbook, or you can type a new address list from within the Mail Merge Wizard.

Step 4:

Now you’re ready to write your letter. When it’s printed, each copy of the letter will basically be the same, except the recipient data—like the name and address—will be different on each one. You’ll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data. If you’re using Mail Merge with an existing letter, make sure the file is open.

To insert recipient data:

For some letters, you’ll only need to add an Address block and Greeting line. Sometimes, however, you may want to place recipient data within the body of the letter to further personalize it.

Step 5: Step 6:

Challenge!

Open an existing Word document. If you want, you can use this example.

Download the recipient list.

Use the Mail Merge Wizard to merge the letter with the recipient list.

Place an Address Block at the top of the page and a Greeting line above the body of the letter.

Print the document.

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Using Mail Merge In Word 2024 For Mac

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Applies To: Word for Office 365 for Mac Word 2024 for Mac

When you have bulk mail to send to people on your mailing list, you can use mail merge to create a batch of personalized letters. Each letter that is produced has identical layout, formatting, text, and graphics. Only specific sections of the letter vary and are personalized.

There are three files involved in creating and printing letters using the mail merge process:

Your main document This document contains text and graphics (a logo or image, for example) that are identical for each version of the merged document. The body of the letter is an example of identical content.

Your mailing list This document contains the data that is used to populate information in the letter. Your mailing list has names, for example, and your main document is the letter that will be addressed to the names in your list.

Your merged document This document is a combination of the main document and the mailing list. Mail merge pulls information from the mailing list and puts it in your main document, resulting in a personalized for each person.

Follow the steps below to create and print personalized letters using mail merge.

Step 1: Prepare the main document

Before you begin the mail merge, prepare your letter. If you’re letting people know about an upcoming event, for example, include the name, date, time, and location of the event. It’s those details that would be important to all recipients of your letter.

In Word, type the body of the letter you want to send to everyone.

Step 2: Set up your mailing list

Tips

If you don’t have a mailing list, you can create one during mail merge. Before you start the mail merge process, collect all of your data records, and add them to your data source.

If you want to use your Outlook contacts, make sure Outlook is your default email program. To do this, open Apple Mail, and on the Mail menu, choose Preferences. On the General tab, next to Default email reader, select Microsoft Outlook

You can also use your Apple contacts, make sure Apple mail is your default mail program.

Use FileMake pro database as your datasource for mail merge.

Step 3. Link your mailing list to your main document

On the Mailings tab, choose Select Recipients, and then choose an option.

If you selected Create a New List, follow these steps:

In the Edit List Fields dialog box, Word automatically creates fields for some basic information, such as first name, last name, and address. If you want to add a new field-for example, a message field-add it now, so you can fill it in when you type the entries. Under New field name, type the name of the field you want to add and then choose the plus sign (+).

Tip: To change the order of the fields, select the field you want to move, and then use the up or down arrows to move the field where you want in the list.

When all of the fields are set up the way you want them, choose Create to create the list.

If you selected Use an Existing List, follow these steps:

Browse to the file you want to use and choose Open.

If you selected Choose from Outlook Contacts or Apple Contacts, follow these steps:

Choose Filter Recipients to select the recipients you want to include.

For Outlook contacts, in the Query Options dialog box, next to List mail merge recipients by, select Complete record. In the list of contacts, select the contacts you want to send bulk mail, and then choose OK.

For Apple contacts, in the Query Options dialog box, under Apple Group Contacts, choose the group you want send bulk mail and then choose OK.

For FileMaker Pro Database, choose the database file in the Choose a FileMaker Pro Database to use as a Data Source dialog box and choose Open

Step 4: Add personalized content to your letter

On the Mailings tab, choose Insert Merge Field and select the field you want to add.

Continue adding fields until you’ve added all the information you want on your letter.

Format the fields in the letter so it looks the way you want the rest of your envelopes to look. For example, include a space between First and Last name fields and press Return to start a new line for the Address field.

Tip: To sort your recipient list or remove recipients, on the Mailings tab, choose Filter Recipients, and then choose Sort Records or Filter Records. When you’re done, choose OK.

Step 5: Preview and print the letters

On the Mailings tab, choose Preview Results to see how your letter look. Use the left and right arrows on the Mailings tab, to scroll through each letter.

To make additional formatting changes, choose Preview Results again, which lets you add or remove merge fields.

Step 6: Save your personalized letter

When you save the mail merge document, it stays connected to your mailing list so that you can use it for your next bulk mailing.

To reuse your mail merge document To change addresses in mail merge document

This article was originally published here.

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Mail Merge In Word 2003

Here we come to the origin of one of the most successful Microsoft Office productivity features – Mail Merge, in Word 2003 – an equally one of the most successful and popular Office installments by a wide margin. Mail Merge in Word took an impressive start by appearing on this platform after its birthplace – Word 2002 (of ‘Office XP’, released in 2001).

Office 2003 is now officially no longer supported by its parent, but, despite this fact, and despite it being somewhat outdated (in comparison to the more modern Microsoft Office installments released over the years) both interface-, security- and feature-wise, many people who still own the license use it and prefer it over the rest of the ‘Office’ family. For these people, and professionals who have to use the feature in Word 2003 over the line of duty, we will explain how to use the Mail Merge in MS Word 2003, thus continuing our series of articles which describe the Word Mail Merge feature.

The core feature of Mail Merge – a mailing productivity tool, which allows to greatly improve the way people communicate via email using massive known recipients base, which is its impressive trademark personalization and automation ability – remains on this platform with little change. The Word Mail Merge allows to send each recipient a personalized copy of the letter formed from a single Word document, which is composed using the main text in its body, and the special Macros – a value placeholder, which extracts any individual detail about a recipient (from the Outlook Contacts storage or an external data-source pre-populated by hand) and replaces the Macro code with the actual value – a First or Second Name, Business or Home address, date, time or amount – anything could be used to personalized the letter to achieve a lot more in regards to the quality of a mailing with less time.

However, due to the major differences in regards to the user interface between Word 2003 and later Word editions, one must take a somewhat different approach to performing his/her mailing – we will describe all the steps a minute. The main difference here, of course, is the introduction of the now-trademark ‘Ribbon’ interface in all subsequent editions of Office.

There you will see a familiar 6-step wizard allowing you to conveniently compose your mailing from scratch. Enabling the toolbar will allow you to easily insert your customized Greeting Line, for instance.

The following procedure is pretty simple and straightforward:

1) Select the type of the document – choose “E-mail messages”;

2) Select the document you wish to mail merge in Word, or use the one that is currently open;

4) Step 4 will allow you to customize your document using the Word Merge tools available in the subsequent Word editions; you can enter your Greeting Line from here normally, if you haven’t before using the toolbar:

5) Here you will be presented with a preview of your document with Macros replaced, and specifically check any record for errors; you can also run the preview from the MS Word Mail Merge toolbar:

6) The last step is basically the main Word Mail Merge window, where you can finalize your settings, select an appropriate field for the “To:” fields and specify the recipient records:

To surpass this and other limitations, we have created an add-in called Mail Merge Toolkit. It is a massive extension for many native features; for instance, while Mail Merge in Word 2003 only allows a single attached file to be sent to all recipients, the add-in enables you to specify individual attachments and a way to specify whether a recipient will receive an attachment at all.

Its benefits are explained more thoroughly in, for example, the following article – “Mail merge with attachments in Outlook”.

Mail Merge In Word 2024

Mail Merge in Word 2024

Mail Merge allows you to create multiple documents based on information contain in two different files. You’ll need the main document (e.g. a letter), and a data source (e.g. list of addresses) from Excel or Outlook Contacts. Then follow the instructions below to produce a merged document with these files using Mail Merge.

In Word, open your main document such as a letter or the content of an e-mail. If creating labels, start with a blank new document.

The Mail Merge Wizard will open as a Task Bar to the right of the document. Select the document (Letters, E-mail messages, Envelopes, Labels or Directory) you would like to create

At Step 2, select the following option if you are

Creating letters or e-mails: Select Use the current document. This step will make sure the opened document will become the main document in the process

Under Tray, select Manual Feed (Place your label paper facing up on the manual feed tray of your printer and open the rear output tray)

Under Label vendors, make sure Avery US Letter is selected.

Then under Product number, find the label that matches the label number on the Avery label box.

At step 3, select one of the two options below

will be added. If the main document are labels, the cursor will be at the first label by default. Just add the Merge Fields there

Select one of the following option depending on what you are creating

If creating letters or labels

for accuracy.

The last step is to either Print or Save the document for later use

If creating e-mail messages

account (e.g. your office account). Word will use this account to send the e-mail messages

At the To prompt, select the Merge Field containing the e-mail addresses.

Mail Merge Từ Excel Sang Excel

Các bạn biết đấy, thông thường nhắc tới mail merge thì người ta thường nghĩ tới việc kết hợp giữa excel và word, như ở bài hướng dẫn mail merge trong word, nhưng trong nhiều trường hợp các bạn không muốn sử dụng word, hay nói cách khác là mail merge không cần mở file word, cụ thể như các bạn có một form soạn thảo từ excel chứa rất nhiều chỉ tiêu vô định, việc sử dụng trên excel sẽ khiến các bạn dễ dàng hơn vì có thể sử dụng công thức dò tìm các chỉ tiêu không có định này, như các bạn in thư mời khách hàng dựa vào một danh sách cố định, in toàn bộ giấy phép của nhân viên…

Đây là danh sách khách hàng chứa các thông tin tương ứng cần điền vào form mẫu.

File này có hai sheet như thế này.

Đầu tiên tôi sẽ cố định lại vùng cần in, để khi in không lẫn những vùng khác vào.

Bây giờ ở ngoài vùng in các bạn làm như sau, ở mô M2 các bạn tô vàng lên, và để trống vậy, tiếp theo ô O1 và O2 các bạn dùng để gõ mã số khách hàng cần in hàng loạt, hoặc toàn bộ.

Còn các chỉ tiêu thay đổi như khách hàng, tiền… các bạn cứ sử dụng công thức dò dựa vào MKH ở ô M2 và sheet Danh Sách khách hàng như thông thường. Để biết công thức đúng hay sai, hãy gõ một MKH bất kỳ vào ô M2

Tiếp theo các bạn vào Insert – Illustrations – Shapes và chọn một hình bất kỳ để vẽ vào một vùng ngoài vùng cần in ra.

Rồi gõ nội dung gì tùy bạn, cơ bản là như thế này

Ở hộp thoại Assign Macro tại Macro Name hãy đặt tên là PRINT_PRINT sau đó vào New

Bạn thấy vùng trống ở giữa Sub PRINT_PRINT() và End Sub chứ, hãy copy đoạn code bên dưới dán vào giữa chúng, chỗ mũi tên màu đỏ, các bạn chú ý copy đúng và đầy đủ, tránh bị bỏ sót ký tự, nếu không code sẽ không hoạt động được

Tắt cửa sổ vba excel đi và quay lại file excel, lúc này bạn muốn in từ khách hàng nào tới khách hàng nào thì cứ việc gõ MKH vào ô O1, và O2, sau đó nhấn vào PRINT

– Các giá trị M2, O1, O2 có thể thay đổi sao cho tương ứng với form mẫu mà bạn thiết kế.

– Hãy lưu file excel dưới dạng có macro (.xlsm) để có thể gửi đi máy khác có thể hoạt động được.

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