Mail merge is a combination of two words “mail” and “merge”. Mail merge is the process of combining a document, mainly a letter or an email, with a data source, which may be a list of names or addresses in excel format. In simpler terms, it is a technique of merging data from a data source file with a document file to create personalized documents or messages.
How to Create Mail Merge in MS Word with Data source in MS Excel?
Merging data using MS Word and Excel may seem like a daunting task for many of us. However, with a little guidance, it is a simple and straightforward process that can save lots of time and effort. In this article, we will guide you with step-by-step instructions on how to create Mail Merge in MS Word with a data source in MS Excel.
Step-by-Step Instructions:
Here are step-by-step instructions to make Mail Merge in MS Word with data in MS Excel:
- Firstly, open the MS Word document and click on the Mailings tab.
- Secondly, click on the “Select Recipients” dropdown list and choose “Use Existing List” option.
- Next, browse for the Excel data file and select it.
- Then, a popup screen will appear. Select the sheet containing the data that you want to merge, from excel.
- MS Word will then display the Mail Merge Wizard dialogue box on the right-hand side of the screen.
- You now need to choose the type of document you want to create and follow the instructions in the wizard.
- You can then select specific columns that you want to use in your merge. Here you can make changes in your data as well, such as changing the format, spelling errors, or adding additional information as required.
- You can also select any mail merge fields by typing the field names that you created.
- Finally, complete the Mail Merge by clicking on the “Finish & Merge” option. Here you can choose to Print, Email, or Edit the documents.
This is how Mail Merge is created in MS Word with data in MS Excel. It is worthy to mention that Mail Merge is a powerful tool for many organizations and marketers as it allows them to create personalized messages, which is crucial in today’s world of marketing.
FAQ
What are the benefits of using Mail Merge?
Mail Merge is an incredibly useful tool that offers several benefits, including:
- Time-Saving: Mail Merge is an efficient tool that saves lots of time when you need to send personalized messages or documents to several recipients.
- Personalization: Mail Merge allows you to create personalized messages or documents according to recipient’s names, addresses, and other information in the dataset.
- Accuracy: Mail Merge ensures accuracy by removing typing errors that may occur when you manually input the same data repeatedly.
- Improved Customer Relationship: Mail Merge is a powerful marketing tool that allows you to build a strong relationship with your customers by sending personalized messages or offers.
Can we create Mail Merge with Google Docs?
Yes, we can create Mail Merge with Google Docs by using third-party add-ons like Yet Another Mail Merge, which allows users to send personalized emails using data stored in a Google Sheet. Here are the step-by-step instructions on how to create Mail Merge using Yet Another Mail Merge in Google Docs:
- Firstly, install the Yet Another Mail Merge add-on in Google Docs from the add-on marketplace.
- Next, create a Google Sheet with data stored in it.
- Then, create a new Google Doc document.
- In the document, click on “Add-ons” > “Yet Another Mail Merge” > “Start Mail Merge”.
- Here select the email template you want to use and customize it if required.
- Then click on “2. Compose Email” to enter the email subject and body.
- Click on “3. Preview and Test” to preview the email content. Click on “4. Start Mail Merge” to send the emails to the recipients.
Conclusion
Mail Merge is a widely utilized tool in modern-day communication for personalized messages. MS Word offers a simple and effective way to perform the Mail Merge process using various data sources, mainly in Microsoft Excel. By following the above-mentioned steps, it is possible to save lots of time and effort, resulting in a more satisfying and personalized experience for the recipients.
