Mail Merge
Unit 8 - IT Application for Business
Sir Ae Valero – Divine Word College of San Jose
Mail Merge
• It enables the generation of a series of
documents tailored to each individual
recipient.
• For instance, a standard letter can be
customized to greet each recipient by their
name.
• This process involves linking a data source,
such as a list, spreadsheet, or database, to
the document.
• Placeholders, referred to as merge fields,
indicate to Word the specific locations within
the document where information from the
data source should be inserted. (Microsoft Support)
Data sources
• The initial stage in establishing a mail merge involves selecting the data source that will
provide the personalized information.
• Typically, Excel spreadsheets and Outlook contact lists serve as the primary data
sources; however, any database that can be linked to Word is also suitable.
• If a data source has not yet been created, it is possible to input the information directly
in Word as part of the mail merge procedure.
Tips on Mail Merge using MS Excel
• The column headers in your spreadsheet correspond to the field names intended for
insertion in your mail merge. For instance, if you wish to address recipients by their first
names in your document, it is essential to have distinct columns for both first and last
names.
• All data intended for merging is located on the first sheet of your spreadsheet.
• Entries that include percentages, currencies, and postal codes are formatted correctly
within the spreadsheet to ensure that Word can accurately interpret their values.
• The Excel spreadsheet designated for the mail merge is saved on your local device.
• Any modifications or additions to your spreadsheet should be finalized prior to linking it
to your mail merge document in Word.
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Mail Merge
Unit 8 - IT Application for Business
Sir Ae Valero – Divine Word College of San Jose
Creating Bulk Letters (Word from Excel)
1. Connect your recipients’ spreadsheet
i. Under Mailings, click on Select Recipients and
find your existing spreadsheet, Use an Existing
List
ii. Select the Sheet that has your needed data,
make sure to toggle the check box below if the
sheet has column headers or not
iii. Click Ok
2. Insert the Merge Field into your Placeholders
i. Highlight the placeholder you want to merge
ii. Under Insert Merge Field, select the
corresponding column header for the data
iii. Insert the rest of your data into their placeholders
3. Results
i. See the results using the Check for Errors
on Preview Results
ii. Toggle Complete the merge without pausing.
Report errors in a new document.
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