Microsoft 365 Learning
Microsoft Excel – The Mail Merge feature
Mail merge lets you create a batch of documents that are personalized for each
recipient. For example, a form letter might be personalized to address each recipient by
name. A data source, like a list, spreadsheet, or database, is associated with the
document. Placeholders--called merge fields--tell Word where in the document to
include information from the data source.
Let us understand this through a simple example :
Let us consider the below sample excel sheet which consists of data pertaining to newly
opened Savings Account in a branch
Now, this branch wishes to send a welcome mail to all the new customers welcoming
them and to inform them that an account has been successfully opened. Let us use the
mail merge feature available in Microsoft Word to do this .
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The sample letter format typed in Microsoft Word is given below :
Please Note the highlighted regions in the above letter. We will use the data in the excel
sheet to populate the highlighted fields dynamically and send email to the respective
customer.
To begin with, go the letter typed in MS Word and then select Mailings tab and then
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Upon selecting the above option, the following screen would be displayed :
Now, select the Select Recipients option and click on Use existing list
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Upon clicking OK, we see that few options get enabled as shown below
Now, select the FirstName and LastName as shown below and click on the Insert Merge
Field and select First_Name. Add a space and again add the Last_Name
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Select all the parameters, one-by-one, which needs to change for every email and select
the respective column header name from the drop down. The final mail body after
selecting all the parameters would look as under :
Now click on the Preview Results button which will show all the mail body with all the
information populated with respect to the first row in the excel sheet
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After verification with few preview results and ensuring the correctness of the
information click on Finish & Merge and then click on Send Email Messages.
Click on the drop down against the To field and select Email_id
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Add the appropriate Subject Line and select the Mail format as HTML. Select All to send
all the emails and then click on OK
Mails will be sent automatically to all the recipients with all the relevant data
prepopulated in the body of the mail (It can be verified by checking the sent items folder)
Important Note
The mail will be sent from the default mailbox of the outlook wherever more than one
account is configured in outlook. (Default mailbox will be the mail id which is seen in
the From field when clicking New Mail in outlook)
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