Click Browse and the Select Data Source dialog box will appear.įigure 6. Minimize the Word file and open the Excel mail recipients file from the local drive Mail Merge Wizard Step 3 of 6: Select Recipients Tick Use the current document and click Next: Select recipients for Step 3 of 6įigure 5. Mail Merge Wizard Step 2 of 6: Starting Document Select Letters as document type and click Next: Starting document at the bottom right corner of the window.įigure 4. The Mail Merge dialog box will appear, featuring 6 steps to mail merge Excel to Word. Click Mailings tab, then Start Mail Merge button and select Step by Step Mail Merge Wizard from the drop-down menu. Open the MS Word file with the letter template In order to mail merge Excel to Word, we will make use of the Mail Merge Wizard. Save both files in the local drive for easy reference. Note that for each recipient, we have entered the First Name, Last Name, Address and Country of residence. The MS Excel mail recipient file will look like this: Mail merge Excel to Word letter Excel mail merge template The MS Word file will look like the example below.įigure 1. Microsoft Excel file with the list of recipients, where we allocate one line for each recipient.Microsoft Word file with the letter template.In order to mail merge from Excel to Word, we need two files: We can create and send letters and emails with a large mailing list in a shorter span of time with the mail merge. Note 3: This method can also be used to keep track of Christmas cards that you need to send out.So much time can be saved when we merge from Excel to Word. For instance, when the contact has to be in a specific category and lives in a specific city/state/country or works for a specific company. Note 2: You can also apply filters to you view if your selection is a bit more complex.
Note 1: If you want to find out more about doing a mail merge, you can use this Mail Merge guide. Here you can still make all the regular changes and modifications that are available in Word, so you are not missing out on any options for your Mail Merge and you don’t necessarily have to send the merged document by email either. Use the “Only selected contacts” option for your Mail Merge when you’ve used method 3 to select your contacts instead of filtering or searching your Contacts folder.Īfter you’ve set your Mail Merge options, you can press OK and you’ll be taken to Word. In the Mail Merge Contacts dialog that pops-up, make sure you set the correct contact selection option Press the Mail Merge button on the Home tab of the Ribbon Press the ellipsis (…) button on the right hand side of the Ribbon to expand the command list and choose: Mail Merge... Once you’ve filtered (method 1 or 2) or grouped and selected your Contacts(method 3), you can start your Mail Merge. Step 2: Mail Merge selected contacts only Click on the Group Header of the desired Category to select all the contacts of that Category.Set your view’s arrangement to: Categories.Home-> group: Current View-> Phone / List Put your contacts in the Phone or List view.Yet another way to would be to sort and group your Contacts folder in such a way that all the contacts that you want to sent to are grouped together. Step 1: Method 3: Sort and Group your current view Select the Categories that you want to see in your list.This makes it easier to select multiple Categories (OR query). Step 1: Method 2: Filter your current viewĪnother way to go would be to apply a Filter against your Current View. By using the Categorized button on the Search tab of the Ribbon.Specify your Category to search on in one of the following ways.Select the Search field (keyboard shortcut: CTRL+E).Switch to your Contacts folder (keyboard shortcut: CTRL+3).In this case, you’d be specifying the Category. Step 1: Method 1: Perform a Search queryĪ really quick way to filter your contacts is by using a Search query. Which one to use depends on your preference, the end result will be the same. There are various methods to achieve this. The trick is to select your contacts and start the Mail Merge from within Outlook itself instead of directly starting in Word.īy using Outlook, you can filter your Contacts on any available property and use the results or your selection for your Mail Merge. In most cases, I can apply some filters to easily select the contacts I need but I can't seem to be able to filter based on Categories that I have assigned the contacts to. When doing a Mail Merge in Word, I can see all my Outlook contacts.