Microsoft word 2013 mail merge envelopes free. How to mail merge from Excel to Word
Mail merge lets you create a batch of documents that are personalized for each recipient. For example, a form letter might be personalized to address each recipient by name. A data source, like a list, spreadsheet, or database, is associated with the document. Placeholders–called merge fields–tell Word where in the document to include information from the data source.
You work on the main document in Word, inserting merge fields for the personalized content you want to include. When the mail merge is complete, the merge document will generate a personalized version of itself for each name in the data source. Your first step in setting up a mail merge is to pick the source of data you’ll use for the personalized information.
Excel spreadsheets and Outlook contact lists are the most common data sources, but any database that you can connect to Word will work. If you don’t yet have a data source, you can even type it up in Word, as part of the mail merge process. For details about data sources, see Data sources you can use for a mail merge. Mail merge using an Excel spreadsheet. Use Outlook contacts as a data source for a mail merge.
Word provides tools for incorporating your data into the following kinds of documents. Follow the links for details about each type:. Letters that include a personalized greeting. Each letter prints on a separate sheet of paper. Create and print a batch of personalized letters. Email where each recipient’s address is the only address on the To line. You’ll be sending the email directly from Word. Create and send email messages. Envelopes or Labels where names and addresses come from your data source.
Create and print a batch of envelopes for mailing. Create and print sheets of mailing labels. Directory that lists a batch of information for each item in your data source.
Use it to print out your contact list, or to list groups of information, like all of the students in each class. This type of document is also called a catalog merge. Create a directory of names, addresses, and other information. Excel spreadsheets and Outlook contact lists are the most common data sources, but if you don’t yet have a data source, you can type it up in Word, as part of the mail merge process.
Excel spreadsheet works well as a data source if all data is on one sheet and the data is formatted so that it can be read by Word. For more info, see Prepare your data source in Excel for a mail merge in Word for Mac. Outlook Contact List contains data in a format that can be read by Word. See Use Outlook contacts as a data source for a mail merge.
Word data file is a data source you can create on the fly, within Word. For more info, see Set up a mail merge list with Word.
Create envelopes by using mail merge in Word. Create and print labels using mail merge. If you have the Word desktop application, open the document there and perform a mail merge there. Data sources Your first step in setting up a mail merge is to pick the source of data you’ll use for the personalized information. Excel or Outlook If you know you’ll be using Excel or Outlook as the source of your data, see: Mail merge using an Excel spreadsheet Use Outlook contacts as a data source for a mail merge Document types Word provides tools for incorporating your data into the following kinds of documents.
Follow the links for details about each type: Letters that include a personalized greeting. Create and print a batch of personalized letters Email where each recipient’s address is the only address on the To line.
Create and send email messages Envelopes or Labels where names and addresses come from your data source. Create and print a batch of envelopes for mailing Create and print sheets of mailing labels Directory that lists a batch of information for each item in your data source. See Use Outlook contacts as a data source for a mail merge Word data file is a data source you can create on the fly, within Word. Document types Letters that include a personalized greeting. Create envelopes by using mail merge in Word Create and print labels using mail merge.
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Microsoft word 2013 mail merge envelopes free –
The mailing list is your data source. For more info, see Data sources you can use for a mail merge. Collect all of your address lists, and add them to your data source. If you’re using an Excel spreadsheet, format the ZIP Codes or postal codes column as text to preserve any zeros.
For more info see Format mail merge numbers, dates, and other values in Excel. In the Delivery address box, type a sample address to test how an envelope looks when printed. Choose the size that matches your envelope or choose Custom size to set size. If needed, choose a font and the left and top offset position for Delivery address and Return address. On the Printing Options tab, confirm the correct Feed method is selected, load the envelope to match the illustration, and then choose OK.
Choose Print , and then choose Yes to save the return address as the default address. In the Envelope Options dialog box, check your options, and then choose OK.
Choose a data source. If you need to edit your mailing list, see Mail merge: Edit recipients. The address block is a mail merge field that you place where you want addresses to appear on the envelope. For more info, see Insert Address Block. Choose a format in the Insert Address Block dialog box, for the recipient’s name as it will appear on the envelope. If you want, choose Next or Previous to move through a few records in your data source to see how they look.
If any part of your address is missing, see Mail merge: Match Fields to fix. Choose Next or Previous to move through a few records in your data source to see how they look.
When you save the mail merge envelope document, it stays connected to your mailing list for future use. To reuse your envelope mail merge document, open the document and choose Yes when Word prompts you to keep the connection. To change addresses in the envelope mail merge document, open the document and choose Edit Recipient List to sort, filter, and choose specific addresses.
Go to General and choose Microsoft Outlook. In the Envelope dialog box, under Return Address , choose an option. In the Page Setup dialog box, in the Paper Size list, choose the option that matches the size of your envelope.
If needed, edit your recipient list. For more info, see Mail merge: Edit recipients. In your document, choose the Drag fields into this box or type text box, and then click or tap the text to remove it.
Add and format the fields you want to be included on the envelope, and choose OK. Note: Use the left and right arrows on the Mailings tab, to scroll through each envelope. To make additional formatting changes, select Preview Results again to edit merge fields.
Under 1. Under Printing Options , confirm the correct print settings for your envelopes are selected. Under 2. Select Recipients List , choose Get List , and then select the source for the mailing list. In your main document, edit the envelope’s address box to add spaces and carriage returns where you want them.
To print immediately, in Mail Merge Manager , under 6. Complete Merge , choose Merge to Printer. To create a document to save, in Mail Merge Manager , under 6. Complete Merge , choose Merge to New Document. Mail Merge – A free, 10 minute, video-based training. Insert mail merge fields. Create and print labels using mail merge. By setting the connection between your Excel sheet and the Word document you ensure that your mail merge data source will be automatically updated each time you make changes to the Excel file that contains the recipient details.
Refine the recipient list. The Mail Merge Recipients dialog pops up, and you check or uncheck checkboxes to add or remove the recipients from the mail merge. When the recipients list is finalized, you are ready to start on the letter. Add Address Block and Greeting Line. Now it’s time to add placeholders for the Address Block and Greeting Line for Mail Merge to know exactly where to place that data.
Depending on which merge field you are inserting, a dialog box will appear with different options. Select the ones that work best for you, observe the results in the Preview section and click OK.
To switch to the next or previous recipient, use the right and left arrows. When done, the merge field placeholders will appear in your document like shown in the screenshot below:. In other situations, you may wish to insert more merge fields to personalize your letters a little further. To do this, place the cursor exactly where the personal information should appear in the letter, click the Insert Merge Field button on the ribbon, and choose the field from the drop-down list.
If a merge field is inserted within the text, make sure there are spaces on both sides of it:. Once saved, the file will stay connected to your Excel mailing list. When you want to use the mail merge document again, open it and click Yes when Word prompts you to retain that connection. In addition to the options accessible on the ribbon, the same features are available in the form of the Mail Merge Wizard.
Once clicked, the Mail Merge pane will open on the right side of your document and walk you through the process step-by-step. In my opinion, working with the ribbon is more convenient as it lets you use exactly the feature you need at the moment.
When doing the mail merge for the first time, the wizard’s step-by-step guidance may come in helpful. For Word Mail Merge to recognize fields correctly, you need to be very specific with the column names in your Excel file. This is especially true for the Address Block and Greeting Line features. If your data source in Excel has different column names, you will have to match the fields manually. Here’s how:. In the screenshot below, we’ve matched the Street column from our Excel source data file to the Address 1 : Mail Merge shortcuts If you do a mail merge in Word on a regular basis, learning a few shortcuts can save you quite a lot of time and make you more productive.
Hopefully, this information has been helpful, and now you know how to perform mail merge from Excel to Word correctly. Thank you for reading! Mail Merge basics Prepare Excel spreadsheet for Mail Merge How to mail merge from Excel to Word Mail merge step-by-step wizard How to match fields in mail merge Mail merge shortcuts Mail Merge basics A mail merge may look like a daunting task, but in fact the process is pretty simple.
To get a grasp of the basics, you can think of it in terms of 3 documents. Excel source file with information about the recipients such as names, addresses, emails, etc. Word document with codes for the personalized fields. The final Word document with personalized letters, emails, labels, or envelopes. Preparing Excel spreadsheet for mail merge When you run a mail merge, your Excel file will get connected to your Word document, and Microsoft Word will be pulling the recipient details directly from the connected worksheet.
Important things to check: Your Excel sheet has one row for each recipient. The columns in the spreadsheet match the fields you want to use in a mail merge.
How to mail merge from Excel to Word step-by-step – .
Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes, name tags, and more using information stored in a list, database, or spreadsheet. When performing a Mail Mergeyou will need a Word document you can start with an existing one or create a new one and a recipient list enveloopes, which is typically an Excel workbook.
Optional: If you’d like to work along with the lesson, you can download the examples below:. Microsoft word 2013 mail merge envelopes free Mail Merge pane appears and will guide you through the six main steps to complete a merge. The following example demonstrates how to create a form letter and merge the letter with a recipient list.
Now you’ll need an address list so Word can automatically microsoft word 2013 mail merge envelopes free each enveoopes into the document. The list can be in an existing file, such as an Excel workbookor you can type a new address list from within the Mail Merge Wizard. If microsoft word 2013 mail merge envelopes free don’t have an existing address list, you can click the Type a new list button and click Create.
You can then type your address list. Now you’re ready to write your letter. When it’s printed, each copy of the letter will basically be the same; only the recipient data such as the name and address will be different.
You’ll need to add placeholders узнать больше здесь the recipient data so Mail Merge knows exactly where to add the data. For some letters, you’ll only need to add an Address block and Greeting line. Sometimes, however, gree may want to place recipient data within the body of the letter to personalize it even further.
Opening the Mail Merge Wizard. Selecting Letters and clicking Next. Selecting Use the current document and clicking Next. Clicking Browse Opening the Address List. Selecting a worksheet. Selecting recipients to include or exclude.
Clicking Next. Placing the insertion point in the desired location. Clicking Address block Adjusting the address block formatting. The AddressBlock placeholder. The GreetingLine placeholder. Previewing the letters. Printing the letters. Clicking OK. The Print dialog box. Next: Customizing the Ribbon.