How to Mail Merge from Excel to Word

Greetings fellow marketers! I'd like to talk about one of the most important skills you can have in your toolbox: mail merge from Excel to Word. If you're as big of a spreadsheet nerd as I am, Excel is probably your best friend. But sometimes, you need to take that data and put it into a more digestible format for your audience. And that's where Word comes in, with its ability to create mass email campaigns, letters, or customized invoices.

What is Mail Merge?

If you're unfamiliar with mail merge, let me give you a quick summary. Mail merge is a fancy way of saying that you can take data from one source, such as an Excel spreadsheet, and then merge it into a pre-made document, like a letter or email template. This allows you to produce customized documents for a large group of people, without having to individually create each document.

Step-by-Step Guide

Now that you know the magic of mail merge, let's dive into the step-by-step process of how to mail merge from Excel to Word. In this tutorial, I'll be using Microsoft Excel and Word 2019, but the steps should be relatively similar no matter which version you're using.

Step 1 - Set Up Your Excel Spreadsheet

The first thing you need to do is make sure your Excel worksheet is set up correctly. Your worksheet should have column headers and rows of data. Each column header will become a field in your Word document. For example, if your worksheet has columns labeled "First Name", "Last Name", and "Email Address," those are the fields that you can use in your Word document to customize your messages. Your data should be free of errors and typos to avoid mistakes in your final document.

Step 2 - Create Your Word Document

Next, you'll need to create your Word document. This document will serve as the template that your data will be merged into. You can create this document in any way you like, but be sure to include the merge fields that you want to use from your Excel spreadsheet. To insert a field from your Excel worksheet, click "Insert Merge Field" on the Mailings tab, and select the field you want to insert.

Step 3 - Connect Your Excel Spreadsheet to Your Word Document

The next step is to connect your Excel spreadsheet to your Word document. This will allow Word to pull in your data and merge it into the appropriate fields in your document. Select "Mailings," then "Select Recipients" from the ribbon, and choose "Use an Existing List." From there, browse to the location of your Excel worksheet and select it.

Step 4 - Customize Your Mail Merge

Now, it's time to customize your mail merge. You can preview your recipient list by clicking the "Preview Results" button. This will show you what your final document will look like with data merged in. To further customize your mail merge, you can sort and filter your recipient list based on criteria that you select. You can also insert merge fields to add more personalization to your documents.

Step 5 - Complete Your Mail Merge

Finally, it's time to complete your mail merge. Click the "Finish & Merge" button to choose the output that you want for your finalized document. You can choose to print out your mail merge, email it to your recipients, or save it as individual documents. Sit back, relax, and let Word do the heavy lifting for you.


Well, there you have it, fellow marketers! That's my guide on how to mail merge from Excel to Word. Mastering this skill will save you time and headaches in the long run, as you can easily create customized documents for your audience without having to do the work manually. So go forth and merge with confidence!

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