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Mail merge using an Excel spreadsheet
Connect and edit the mailing list
Assuming you already have Business Email Accounts or Personal Email. Connect to your data source. For more info, see Data sources you can use for a mail merge .
Edit your mailing list
1. Choose Edit Recipient List.
2. In Mail Merge Recipients, clear the check box next to the name of any person who you don't want to receive your mailing.
Insert a merge field
You can insert one or more mail merge fields that pull the information from your spreadsheet into your document.
To insert merge fields on an envelope, label, email message, or letter
1. Go to Mailings > Address Block.
For more info, see Insert Address Block .
2. To add a greeting line, choose Greeting Line.
For more info, see Insert Greeting Line .
3. To add other merge fields, like invoice numbers, see Insert mail merge fields .
4. Choose OK.
5. Choose File > Save.
You might also be interested in: Use mail merge in Word to send bulk email messages .
Preview and finish the mail merge
After you insert the merge fields you want, preview the results to confirm that the content is okay, and then you're ready to complete the merge process.
1. Go to Mailings > Preview Results.
2. Choose Next or Previous to move through records in your data source and view how they appear in the document.
3. Go to Finish & Merge > Print Documents or Send E-mail Messages.
Save your mail merge
When you save the mail merge document, it stays connected to your data source. You can reuse the mail merge document for your next bulk mailing.
Open the mail merge document and choose Yes when Word prompts you to keep the connection.
Source: Microsoft Support
Connect and edit the mailing list
Assuming you already have Business Email Accounts or Personal Email. Connect to your data source. For more info, see Data sources you can use for a mail merge .
Edit your mailing list
1. Choose Edit Recipient List.
2. In Mail Merge Recipients, clear the check box next to the name of any person who you don't want to receive your mailing.
Insert a merge field
You can insert one or more mail merge fields that pull the information from your spreadsheet into your document.
To insert merge fields on an envelope, label, email message, or letter
1. Go to Mailings > Address Block.
For more info, see Insert Address Block .
2. To add a greeting line, choose Greeting Line.
For more info, see Insert Greeting Line .
3. To add other merge fields, like invoice numbers, see Insert mail merge fields .
4. Choose OK.
5. Choose File > Save.
You might also be interested in: Use mail merge in Word to send bulk email messages .
Preview and finish the mail merge
After you insert the merge fields you want, preview the results to confirm that the content is okay, and then you're ready to complete the merge process.
1. Go to Mailings > Preview Results.
2. Choose Next or Previous to move through records in your data source and view how they appear in the document.
3. Go to Finish & Merge > Print Documents or Send E-mail Messages.
Save your mail merge
When you save the mail merge document, it stays connected to your data source. You can reuse the mail merge document for your next bulk mailing.
Open the mail merge document and choose Yes when Word prompts you to keep the connection.
Source: Microsoft Support
