Word mail merge with Excel as the data source
For example, you first create an Excel file according to the graphic. Then start Word, and then follow the below instructions.
- You go in Word to the Tab "BROADCASTS".
- Click on "select recipient" and then "use Existing list".
- Select in the next dialog window, the newly created Excel file, and confirm with a click on "Open".
- In the next window you must select the table in the Excel-file in which the data are available. In this case, that would be the table 1. You put the check in the "First row of data contains column headings" and click "OK".
Example of an Excel database
Insert merge fields
Since you have confirmed the Dialog with "OK", use Excel as a data source. To demonstrate this, add the following merge fields in your form letter.
- You go back to the Tab "MAILINGS" and click on "insert merge field". The entries in the drop-down list correspond to the column headings in your Excel file.
- Put together a small address block, inserting first the merge field, "first name" then "last name" and "address".
- Now click again in the Tab "MAILINGS" on the "preview results".
Values from Excel into Word
Word now shows you the first entry in the Excel file. For the second Person, click the right-pointing blue arrow to the right of the Button "preview results". With these arrows you can go to all of the receivers, the Word from the Excel file has to be read. This has the advantage that you have the letter, as well as the Layout clearly and uniformly on a Word page. Thus, any Changes will be assumed to be the same for all recipients. New receiver come to, you can add them to the Excel file and you are in your form letter available.
These instructions are for Outlook 2010/2013. Tips for conditional formatting in Excel you can find here.
