This will allow the mapping process to go a lot smoother (I’ll talk about mapping a bit later). You need to make sure the column headings are recognizable and properly labeled. The first and most important is your list and data within the list. There are three main steps involved in building a merged document. Imagine the possibilities, especially for direct mail purposes. Everything from envelopes and letters to name badges and table tents, data merging will eliminate the exhaustive task of typing each record by hand by pulling data from a designated Excel file.

Merging data from an Excel spreadsheet or workbook is a very basic, yet powerful tool that can save a tremendous amount of time when trying to create documents that have variable fields. setup name as name, address 1, address 2 and etc).Merge Data from an Excel Workbook into a Word Document Save your Excel workbook, then do the mailmerge in Word, adding each of the addresses into your rules (i.e. Step Five – Save Your Excel Workbook & Complete Your Mail Merge We repeat this, substituting 3 fo r4, 4 for 5, and so on, until we have entries for each of our columns. In the next row, we want to do the same, but with the third comma (and so on), so we change the 2* part to be 3*, as follows: In the next column, we want everything between comma one and comma two. Then we drag down the little right hand bit to apply this to every cell which has a corresponding address over on sheet 1. In the “name” part, we want everything up to the first comma (Mr and Mrs X, Some House, Some street…), so in the box under “Name” we enter the following formula: Note you may have more than 6 or 7 in the address, but if you do, there’s a chance your labels won’t fit anyway! Also, you can try to be clever and put “City” “State” “Postcode” etc, but only if your addresses are very regular, and all in the same country – mine usually are not! Step Four – Import The Content Using Formulas Put the following in the top of each column: Name, Address 1, Address 2, Adress 3, Address 4, Address 5, Address 6 Step Two – Start a New SheetĪt the bottom of the spreadsheet, it should read “sheet 1” you want to press the “+” symbol and add a sheet 2 – this is where we’ll be building the address spreadsheet.

Open a brand new excel spreadsheet and copy / paste in your list of names and addresses into the first sheet. The following Excel formulas will get you from this list to an Excel spreadsheet you can mail merge from with Word. Name 2, address 1, town, county, postcode, country If this happens, it makes it a little tricky to perform a standard mail merge with Microsoft Word (note it is possible to set rules for this, but the following is probably going to be easier!). Or you’ll have the whole lot with commas. If you have a list, or spreadsheet, of addresses, often you’ll have the name in one column, and the address in the other, with each line separated by commas. MailMerges can save an awful lot of time when it comes to writing down and printing addresses, but there is often an issue in the way addresses were collected that make the way we have them written down quite tricky to work with.

Step Five – Save Your Excel Workbook & Complete Your Mail Merge.

Step Four – Import The Content Using Formulas.

Step Three – Put Headers into Sheet Two.

Step One – Start a New Excel Spreadsheet.

Mail merge from excel spreadsheet