Mar 10, 2018 I have been using mail merge heavily for the last 4 years in Word 2011 and Excel 2011 for Mac. It worked like a charm. Then I had to upgrade to Word 2016 and Excel 2016 because support has ceased for Word and Excel 2011. How can the answer be improved?
Word for Office 365 for Mac Word 2019 for Mac Word 2016 for Mac Word for Mac 2011 There are three files involved in creating and printing letters or emails or labels or envelopes using the mail merge process:. Your main document This document contains text and graphics (a logo or image, for example) that are identical for each version of the merged document. The return address on the envelope or the body of a letter or an email message is an example of identical content. Your mailing list This document contains the data that is used to populate information on your main document. For example, your mailing list contains the addresses to be printed on the envelopes.
Your merged document This document is a combination of the main document and the mailing list. The mail merge pulls information from the mailing list and populates it on your main document, resulting in the merged document—the letter or email or label or envelopes personalized to different people on the mailing list. What bulk mailing documents do you want to create? Type of bulk mailing document Word for Mac 2011 Word for Mac 2016 Letters.
Each letter prints on a separate piece of paper. For everyone on your mailing list.
Each letter prints on a separate piece of paper. Email This feature does not exist for Word for Mac 2011 for each person on your mailing list with customized information inserted from the mailing list. Envelopes Labels, in which each label consists of a different mailing address. What kind of mailing list do you use? Word can pull data from a variety of data sources to perform mail merge.
If you don't have a mailing list, you can create one easily during the mail merge process. Here are few simple data sources you can use for mail merge. Excel spreadsheet - An Excel spreadsheet works well as a data source for mail merge if all data is on one sheet and the data is formatted well so that it can be read well by Word. For more information, see.
Outlook Contact List - You can retrieve contact information directly from your Outlook Contact List into Word, See. Word data file - The Word document should contain a single table. The first row of the table must contain headings, and the other rows must contain the records you want to merge. For more information see, Now that you have chosen your bulk mailing document and have your mailing list ready, you can proceed with the mail merge.
Word for Office 365 Word 2019 Word 2016 Word 2013 Word 2010 Mail merge is used to create multiple documents at once. These documents have identical layout, formatting, text, and graphics. Only specific sections of each document varies and is personalized. The documents Word can create with mail merge include bulk,. There are three documents involved in the mail merge process:. Your main document. Your data source.
Your merged document You can learn more about how to use excel data for mail merge in the following video that is a part of a training course. Step 1: Prepare data in Excel for mail merge The most important step in the mail merge process is to set up and prepare your data. You'll use your Excel spreadsheet as the data source for the recipient list. Here are some tips to prepare your data for a mail merge. Make sure:. Column names in your spreadsheet match the field names you want to insert in your mail merge. For example, to address readers by their first name in your document, you'll need separate columns for first and last names.
All data to be merged is present in the first sheet of your spreadsheet. Data entries with percentages, currencies, and postal codes are correctly formatted in the spreadsheet so that Word can properly read their values. The Excel spreadsheet to be used in the mail merge is stored on your local machine. Changes or additions to your spreadsheet are completed before it's connected to your mail merge document in Word. Notes:. You can import information from your Excel spreadsheet by importing information from a comma-separated value (.csv) or a text (.txt) file and use the Text Import Wizard to build a new spreadsheet. For more information, see.
Step 2: Start the mail merge. In Word, choose File New Blank document. On the Mailings tab, in the Start Mail merge group, choose Start Mail Merge, and then choose the kind of merge you want to run. Choose Select Recipients Use an Existing List. Browse to your Excel spreadsheet, and then choose Open.
If Word prompts you, choose Sheet1$ OK. Note: You also can sort or filter the list to make it easier to find names and addresses. For more information about sorting and filtering items, see. Step 3: Insert a merge field You can insert one or more mail merge fields that pull the information from your spreadsheet into your document. To insert an address block for an envelope, a label, an email message, or a letter. On the Mailings tab, in the Write & Insert Fields group, choose Address Block.
In the Insert Address Block dialog box, choose a format for the recipient's name as it will appear on the envelope. Choose File Save. To insert a greeting line in an email message or a letter. On the Mailings tab, in the Write & Insert Fields group, choose Greeting Line. In the Insert Greeting Line dialog box, do the following:. Under Greeting line format, change the salutation if necessary by choosing the greeting ( Dear is the default), the format for the recipient name, and the ending punctuation (a comma is the default).
And. Under Greeting line for invalid recipient names, choose an option in the salutation list.
Choose File Save. To insert data from your spreadsheet in an email message or a letter. On the Mailings tab, in the Write & Insert Fields group, choose Insert Merge Field. In the Insert Merge Field dialog box, under Fields, choose a field name (column name in your spreadsheet), and then choose Insert. Repeat step 2 as needed, and choose Close when done. Choose File Save. For more information about adding fields from your spreadsheet to the merge document, see.
And if you're interested in learning more about options for setting up email message, see. Step 4: Preview and finish the mail merge After you insert the merge fields you want, preview the results to confirm that the content is okay. And then you're ready to complete the merge process. On the Mailings tab, choose Preview Results. Choose the Next or Previous record button to move through records in your data source and view how the records will appear in the document.
In the Finish group, choose Finish & Merge, and choose Print Documents or Send E-mail Messages. Step 5: Save your mail merge When you save the mail merge document, it stays connected to your data source. You can reuse the mail merge document for your next bulk mailing. Open the mail merge document and choose Yes when Word prompts you to keep the connection. See also.