For this example, we'll make a letter, but you can use this process for any kind of document. For details about data sources, see Data sources you can use for a mail merge. Click the "Mailings" tab in the ribbon and then click "Start Mail Merge." In the drop-down menu, choose "Letters" or whatever other template you want to use. If you don't yet have a data source, you can even type it up in Word, as part of the mail merge process. Position the cursor at the top left of the page, where you want the recipient's name and address to appear.Ĩ. Open a new, blank document and then create the boilerplate, common text you want to include in every mail merged document.ħ. You can save it anywhere, but you'll be able to find it more easily in Word if you save it in the "DocumentsMy Data Sources" folder.Ħ. Then click the "Home" tab and click "General" in the Number section of the ribbon. To fix that, click the column header to select the entire column.
#Data merge word code
For example, if the Zip Code column is formatted for numbers, zips with leading zeros will appear without the zero as a four-digit number. You might need to change the formatting of some columns. Whatever method you need to use, get it into the spreadsheet.Įnsure your data table is labeled with a header in the first row. Click the "Data" tab in the ribbon and choose "Get Data," then "From File," and finally "From Text/CSV." The data might also already be in an Excel spreadsheet, in an Access database, or you might need to type it into Excel from scratch. For example, if you have a large number of addresses stored in a CSV file, import it into this Excel file. You need to import or enter the data you plan to use, and how you do this depends on how the data currently exists.
#Data merge word how to
How to do a mail merge in Word and Excelġ. In addition, you'll create a mail merge template in Word - this is a document that includes the boilerplate text you want to be the same for every recipient as well as the placeholder for the data that Word will insert from the Excel data file. This is simply a table that includes the information you want to merge - usually names and addresses, though you can merge data about anything. First, you'll need the data file in Excel. In the drop-down menu that appears, select “Labels.The mail merge is made of two parts. Next, head over to the “Mailings” tab and select “Start Mail Merge.”
Go ahead and save your list and let’s head over to Microsoft Word. Once you’re finished, your list should look something like this: Once you’ve finished creating the headers, go ahead and input the data. RELATED: How to Create and Print Labels in Word You can even insert images in the mailing labels if you want, but that step would come later in Word. This is the standard information you’ll find on mailing labels. Our list will include the following headers: To properly illustrate the steps, we’ll go with a personal mailing list in this example. Also, if your list is for companies and not individual people, you can omit the “First Name” and “Last Name” header and just go with “Company Name” instead. Titles are always nice, but it’s important that you know which title a person goes by before creating the labels. Which headers you include depends on which information you plan to use in the mailing labels.
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