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Video: Use an Excel spreadsheet for mail merge contacts

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Personalize names, addresses, and much more in bulk email or documents. Any data stored in an Excel workbook can be used to personalize communications.

Note: These steps only cover what's shown in this video. For detailed steps on how to do a mail merge, please see Mail merge using an Excel spreadsheet.

Use an Excel spreadsheet for mail merge contacts

  1. Open the Word document that you want to mail merge.

  2. Select Mailings > Select Recipients.

  3. Select Use an Existing List.

  4. Select the Excel spreadheet you want to use, and select Open.

  5. Select the worksheet that you want to use, and select OK.

    Each worksheet name ends with $.

  6. Select Edit Recipient List to view the data source, select the checkboxes for the people you want to send to, and select OK.

  7. Save your Word file, to save the connections you've made.

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Mail merge using an Excel spreadsheet

Prepare your Excel data source for mail merge in Word

Let's see how we can use Microsoft Excel, as a data source, for our mail merge.

We're here, in our letter, and, I'm going to go to the Mailings tab, Select Recipients, Use an Existing List.

Now, I need to navigate to where I've saved my Excel worksheet.

So, let's open Catalog Requests.xlsx.

Notice, when I do, it has two tables.

Not really two tables, it has two worksheets in it.

And, the reason I know it's a worksheet, is that the name of it ends in a dollar sign $.

That's your signal, that you're looking at a worksheet.

And, in each of these, it says that the first row of data contains column headers.

I'm going to open Catalog Requests worksheet, and say OK.

So, if I click Edit Recipient List, you'll notice, here's my data source, and here's information, my folks, right here.

Kind of cool, how that worked.

And, the other thing is, if I simply want to merge a letter, to a couple of these people, I can choose them.

I can choose Alston, and Levy, and Harvey, and those three households will get my letter.

I like being able to do that, it's very easy, and very accessible.

Notice that all of my columns have headings, at the top, last name, first name, street address, and so on.

And, here are some Request Dates, over here, at the side, this is the data source.

This isn't my 2016 new requests, these are people who've previously requested.

And, if I want to have everybody selected again, I simply choose that check box.

Well, let's go open the Excel file directly, and take a look.

This is what the catalog request sheet looks like.

Notice that the very first row has IDs, first name, last name.

And, this looks great.

So, as soon as Excel opened it up, the very first row has headers, and it knows what to do with this.

If I wanted to connect, to the catalog request sheet, it works just fine, and gives me a lot of the information, that I want.

Easy enough to work with.

And, again, after I do that, in Word, I would want to save my primary merge file, to save any connections that I've made.

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