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(Archives) Microsoft Word 2007: Mail Merge: Using an Excel Table for Mail Merge

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This article is based on legacy software.

Tables (databases) created in Excel can have many uses, which include allowing you to use it to merge information into Word for large mailings. This ensures that you will not have to duplicate information you already have in your Excel table to perform a mail merge. This document provides an overview of creating a mail merge using information from an existing Excel table.

NOTES:
The Excel table must already exist for this option to work.
For more information about Word's Mail Merge process, refer to Mail Merge: An Overview.
For more information about creating Excel tables, refer to Creating Tables .

WARNING: In order for the merge to work correctly, the field names of your Excel table must begin in the top left corner of your worksheet, at cell A1.

To create a mail merge using data from an Excel table:

  1. Open a blank Word document

  2. From the Ribbon, select the Mailings command tab

  3. In the Start Mail Merge group, click START MAIL MERGE » select the desired document type
    EXAMPLE: Select Letters
    start mail merge

  4. In the Start Mail Merge group, click SELECT RECIPIENTS » select Use Existing List...
    select recipients

    The Select Data Source dialog box appears.

  5. Using the Look in pull-down list, find and select the desired Excel file

  6. Click OPEN
    The Select Table dialog box appears.
    select table

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

  8. (Optional) If the first row of your worksheet contains headings instead of information to be included in the merge, select First row of data contains column headers

  9. Click OK

  10. To select the recipients you want to include in your mail merge
    1. In the Start Mail Merge group, click EDIT RECIPIENT LIST edit recipient list
      The Mail Merge Recipients dialog box appears.
    2. Select the recipients

      NOTE: A recipient is selected if the checkbox beside their entry is selected.
    3. Click OK

      NOTE: To edit the recipient information, refer to Working with the Recipients List.

  11. In your document, type the message, leaving space for information to be added in the mail merge

  12. To insert merge fields
    1. Position the insertion point where you want to insert the variable information within your document
    2. In the Write & Insert Fields group, click INSERT MERGE FIELD » select the desired field
      insert merge field

      NOTES:
      Be sure to click the text of the INSERT MERGE FIELD button below the picture to access the drop-down list.
      The fields available to you will be the column headers of your Excel worksheet.

  13. When finished, in the Preview Results group, click PREVIEW RESULTS preview results
    A preview of your first recipient's letter appears.

    NOTE: For more information on editing the recipient information, refer to Working with the Recipients List.

  14. (Optional) To preview your document with other recipients' information, in the Preview Results group, click the arrows

  15. To print the document< >From the Finish group, click FINISH & MERGE » select Print Documents...
    finish and merge

    The Merge to Printer dialog box appears.
    merge to printer

    To print documents for all of your records, select All
    To print a document for only the record displayed, select Current record
    To print documents for only certain records, type a range in the text boxes Click OK
    The Print dialog box appears.Make any necessary adjustments

    NOTE: Refer to Printing Options for Specific Pages for more information.Click OK
  16. From the Finish group, click FINISH & MERGE » select Edit Individual Documents...
    finish and merge

    The Merge to New Document dialog box appears.
    merge to new document
  17. To edit the documents for all of your records, select All
    To edit the document for only the record displayed, select Current record
    To edit the documents for only certain records, type a range in the text boxes
  18. Click OK
  19. Make the appropriate changes in the new document that appears
  20. Save the document

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