How do I Create a Mail Merge in Excel?

Mailing personalized messages to a large audience can be a time-consuming task. However, with the Mail Merge in Excel, you can easily create customized mass emails and letters in just a few steps. Whether you need to send out invitations, promotional messages, or informative updates, Mail Merge effectively eliminates the need to manually craft messages for individual recipients.

In this guide, we will provide clear and concise instructions on the process of creating a Mail Merge in Excel. With the ability to merge contact lists and templates, Mail Merge seamlessly automates the process of generating mass messages. This not only saves you valuable time and effort but also ensures an effective and personalized communication strategy for your intended audience. Get ready to learn how you can leverage Excel’s Mail Merge feature to streamline your communication process and boost productivity.

Step 1: Prepare the data source:

  1. Open Microsoft Excel and create a new workbook.
  2. In the first row, enter the column headings for each field in your data source.
  3. Enter the data for each record in subsequent rows under the appropriate column headings.

Step 2: Save the data source:

  1. Click on “File” in the top left corner and select “Save As“.
  2. Choose the location where you want to save the data source and enter a name for the file.
  3. In the “Save as type” dropdown menu, select “Excel Workbook (*.xlsx)” and click “Save”.

Step 3: Create the main document:

  1. Open a new Word document and type the content of the main document.
  2. Insert placeholders for the data fields by clicking “Insert” in the top menu and choosing “Field“.
  3. Choose “Mail Merge” in the “Categories” dropdown menu, select the appropriate field name, and click “OK“.
  4. Repeat step 3 for each data field that you want to insert.

Step 4: Connect Excel data source to main document:

  1. Go to the “Mailings” tab and click on “Select Recipients“.
  2. Choose “Use an Existing List” and browse to the location of your Excel data source file.
  3. Select the sheet that contains your data and click “OK“.

Step 5: Insert Merge Fields:

  1. Place the cursor where you want to insert the first merge field.
  2. Click on “Insert Merge Field” in the “Mailings” tab and select the appropriate field from the dropdown menu.
  3. Repeat step 2 for each data field that you want to insert.

Step 6: Preview and complete the merge:

  1. Click on “Preview Results” in the “Mailings” tab to preview the merged document.
  2. If everything looks good, click on “Finish & Merge” and choose the appropriate option.
  3. Select “Print Documents” to print the merged documents or “Edit Individual Documents” to save the merged document as a separate Word document.


In this tutorial, we have covered the step-by-step process of how to create a mail merge in Excel. By following these instructions, you can merge data from Excel into a Word document to create personalized documents with ease. Improve your mail communication process and streamline your data management using mail merge in Excel.

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