A mail merge in desktop Word combines one document with a recipient list to make personalized copies. For a batch of letters, prepare a spreadsheet with one row per recipient, then use Mailings > Start Mail Merge > Letters, connect the list, insert merge fields, preview each record, and finish the merge.
Set up a mail merge for letters
- Prepare the list. In Excel, put field names such as FirstName, LastName, and Address in the first row, with one recipient per row. Check for missing values and consistent formatting. You can also create a new recipient list in Word.
- Start the document. Open desktop Word and choose Mailings > Start Mail Merge > Letters. Write the text that every recipient should receive.
- Connect recipients. Choose Mailings > Select Recipients > Use an Existing List and select your spreadsheet, or choose Type a New List. If prompted, pick the sheet containing your recipients.
- Add personalized fields. Click where a name or address belongs, then choose Mailings > Insert Merge Field and select the matching column. Add spaces and punctuation around fields in the document where needed.
- Preview the records. Select Preview Results and use the record arrows to inspect more than one recipient. Check names, addresses, spacing, and any blank fields. Use Edit Recipient List to exclude or filter records before finishing.
- Finish safely. Choose Finish & Merge > Edit Individual Documents if you want to inspect and edit the generated letters first. Choose Print Documents when the preview is correct. Save the main merge document if you will reuse its connection to the list.
If Word can’t read your Excel list
Most connection problems come from how the workbook is set up. Check these points, then choose Select Recipients > Use an Existing List again.
- Save and close the workbook in Excel before connecting it, and keep it in the modern .xlsx format.
- Start the table in cell A1 with a single header row. Remove merged cells, blank rows, and title rows above the headers.
- Pick the right sheet. In the Select Table box, choose the sheet that holds the list and leave First row of data contains column headers selected.
- Use a local or synced file. If the workbook lives in OneDrive or SharePoint, make sure it is synced to your computer, or save a local copy and connect to that.
For more detail on placing individual fields such as names and addresses into the letter, see how to insert merge fields in Word.
Labels, envelopes, and email
Choose the matching document type under Start Mail Merge for a different output. Labels from a recipient list need a label layout and recipient fields; our guide to printing labels from Word explains the difference between identical labels, different labels on one sheet, and mail-merged address labels. Email merge has additional sending requirements, so use Microsoft’s separate email instructions before sending any messages.
For a step-by-step label merge that starts from a spreadsheet, see how to print labels from Excel in Word.
For a single envelope that doesn’t need a data source, follow our guide on how to print an envelope in Word.
Word for the web
Word for the web can preserve mail merge settings in a desktop-created document, but it cannot perform a mail merge or edit its settings. Open the document in desktop Word to complete the merge.
Fix ZIP codes, dates, and numbers that merge incorrectly
Word reads the values stored in your spreadsheet, not always the way Excel displays them. That can drop leading zeros from ZIP codes or show dates and currency in an unexpected format.
- Missing leading zeros: In Excel, format the ZIP code column as Text and retype any codes that lost their leading zeros. Then save the workbook and reconnect the list in Word.
- Dates in the wrong format: In Word, press Alt+F9 to show field codes. Inside the date field, add a format switch after the field name, such as \@ “MMMM d, yyyy”, then press Alt+F9 again and preview the results.
- Currency or decimals: Use a number switch the same way, such as \# “$#,##0.00”.
Always check several records with Preview Results after a change.
Sources
- Microsoft Support: Use mail merge for letters, labels, envelopes, and email
- Microsoft Support: Use mail merge to personalize letters
- Microsoft Support: Preview mail merge results
Matt has been writing about Microsoft Windows and other Microsoft products since the days of Windows XP. He spends much of his time writing for sites like WindowBrain.com