How To Do Mail Merge On Excel

Mail merge is a useful feature in Microsoft Excel that allows you to create customized documents, such as letters or labels, with personalized information. It’s a time-saving tool that can come in handy for various purposes. In this article, we’ll walk you through how to do mail merge on Excel.

Step 1: Prepare Your Data

Before you start the mail merge process, you need to have a list of data that you want to use. This data can be in an Excel spreadsheet or another format such as a CSV file. Make sure that your data is accurate and up-to-date. For example, if you’re sending out letters, you want to ensure that the names and addresses are correct.

Step 2: Create Your Document

Once you have your data ready, it’s time to create your document. You can use Microsoft Word or another word processing program. In this example, we’ll use Word. Open a new document and type out the content that you want to send to your recipients. You can include placeholders for the data that you want to merge, such as “First Name” or “Address.”

Step 3: Start the Mail Merge

To start the mail merge process, click on the “Mailings” tab in Word and select “Start Mail Merge.” Then, choose the type of document you want to create. In this case, we’ll select “Letters.”

Step 4: Select Recipients

Next, you’ll need to select your recipients. Click on “Select Recipients” and choose “Use Existing List.” Browse for the Excel file that contains your data and select it. You’ll be prompted to select which sheet in the workbook you want to use.

Step 5: Insert Merge Fields

Now it’s time to insert merge fields. These are placeholders for the data that you want to merge. Click on “Insert Merge Field” and choose the data field you want to insert, such as “First Name” or “Address.” Repeat this step for all the fields you want to insert.

Step 6: Preview Your Letters

Once you’ve inserted all your merge fields, you can preview your letters. Click on “Preview Results” to see what your letters will look like with the merged data. You can scroll through the letters to make sure everything looks correct.

Step 7: Complete the Merge

When you’re ready to complete the merge, click on “Finish & Merge” and choose “Print Documents” or “Email Messages.” You can also choose to save the merged documents as a new file.


Q: Can I use mail merge for labels?

Yes, you can use mail merge to create labels. Instead of selecting “Letters” in Step 3, choose “Labels” and follow the same steps.

Q: Can I use mail merge with data from another program?

Yes, you can use mail merge with data from another program as long as it’s in a compatible format such as Excel or CSV.

Q: Can I merge data from multiple Excel sheets?

Yes, you can merge data from multiple Excel sheets by selecting “Use Multiple Sources” in Step 4 and browsing for each sheet.


Mail merge on Excel is a great tool for creating personalized documents quickly and efficiently. By following these simple steps, you can create letters, labels, and more with ease. With mail merge, you can save time and ensure that your recipients receive accurate and personalized information.