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How to mail merge from Excel to Word

So much time can be saved when we merge from Excel to Word.  We can create and send letters and emails with a large mailing list in a shorter span of time with the mail merge.  

In order to mail merge from Excel to Word, we need two files:

  • Microsoft Word file with the letter template    
  • Microsoft Excel file with the list of recipients, where we allocate one line for each recipient   

Mail merge Excel to Word letter

The MS Word file will look like the example below.

Figure 1.  Mail merge Excel to Word letter

Excel mail merge template

The MS Excel mail recipient file will look like this:

Figure 2.  Excel mail merge template

Note that for each recipient, we have entered the First Name, Last Name, Address and Country of residence.  

Save both files in the local drive for easy reference.

Mail merge from Excel to Word

In order to mail merge Excel to Word, we will make use of the Mail Merge Wizard.  

Step 1.  Open the MS Word file with the letter template

Step 2.  Click Mailings tab, then Start Mail Merge button and select Step by Step Mail Merge Wizard from the drop-down menu.  

Figure 3.  Mail Merge Wizard in Excel

The Mail Merge dialog box will appear, featuring 6 steps to mail merge Excel to Word.  

Step 3. Select Letters as document type and click  Next: Starting document at the bottom right corner of the window.  

Figure 4.  Mail Merge Wizard Step 2 of 6: Starting Document

Step 4.  Tick Use the current document and click Next: Select recipients for Step 3 of 6

Figure 5.  Mail Merge Wizard Step 3 of 6: Select Recipients

Step 5.  Minimize the Word file and open the Excel mail recipients file from the local drive

Step 6.  Click Browse and the Select Data Source dialog box will appear.  

Figure 6.  Browse for existing recipients list

Step 7.  Browse and select the Excel mail recipients file.

Figure 7.  Browse and select the Excel mail recipients file to merge

Step 8.  The Select Table dialog box will pop-up.  Click OK.

Figure 8.  Select table to merge data from Excel to Word

Step 9.  The Mail Merge Recipients list will appear.   Let us go through the list and check or uncheck recipients that we want to add or remove.  Click OK afterwards.

Figure 9.  Selecting mail merge recipients

Step 10.  Click Next: Write your letter

Figure 10.  Mail Merge Wizard Step 4 of 6: Write your letter

Step 11.  It is time to write the letter and complete the details by inserting the recipients.  Click the space under the date in the Word document and click Mailings tab, Insert Merge Field.  

Figure 11.  Insert Merge Field in Mail Merge Wizard

We will see that the columns in the Excel file First Name, Last Name, Address and Country are already merged into our Word document.  

Step 12.  Next, we insert the necessary merge fields into our Word document to complete our letter.  Insert the fields as shown below in bold letters.

Figure 12.  Inserting the mail merge fields from Excel to Word

Step 13.  Click Next:  Preview your letters as Step 5 of 6.  

Figure 13.  Mail Merge Wizard Step 5 of 6:  Preview your letters

Step 14.  We will now be able to preview our letter with the first recipient.  Click on the right arrow to scroll to the next recipients.

Figure 14.  Merge Excel to Word recipient #1

Step 15.  After scrolling through the recipients, we can now move on to the last step to complete the merge.  Click Next:  Complete the merge.  

Figure 15.  Mail Merge Wizard Step 6 of 6: Complete the merge

Step 16.  Congratulations!  The merge is now completed.  We can either print the letters or edit individual letters.  

Figure 16.  Output: Mail merge Excel to Word

When we click Edit individual letters, this pop-up window will appear.  Click All to merge all letters into one new document.  

Figure 17.  Merge letters

Word will then display a document containing all the letters with each letter showing a different recipient.  Save the merged Excel to Word document to finalize the changes.  

Figure 18.  Final result:  Mail merge Excel to Word

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