Mail-Merge Excel to Word

In this post, I am going to show you how to complete a mail-merge from an Excel table to Microsoft Word.

Finishing the process

In Mail-Merge Data Preparation, I demonstrated how you can prepare a data to be merged. I will be using the result table to complete a merge.

The result table from Mail-Merge Data Preparation

The Goal

Our goal is to use the ‘MergeTable’ as a data source for the merge fields in Word, create one document/e-mail per manager, and list the departments who report to that manager.

The Word Document

Prepare the Word document according to your needs. In this example, we’re sending out a memo to the Manager’s.

Memorandum template used for mail-merge

Connecting to Excel table

Mailings > Select Recipients > Use an Existing List…
Navigate to the file
Select the Table. Our ‘MergeTable’ is on Sheet1$

Insert Merge Field

If you successfully connected to the source file then you will have access to the field headers.

Merge Field’s available for insertion. Notice that the columns [1], [2], & [3] have been prefixed with ‘M_’. I would guess this is because Word does not allow merge field names to start with a number.
The easy merge field.

“Intelligent” Merge-ing

Being the Excel guru’s we are, we will not be statically adding the rest of the merge fields.

Merge fields statically placed in the document.
“Intelligent” merge fields.

Do you see what is happening? Placing the merge fields statically means that you will always be using that white-space. Maybe that is fine for your project. In the actual project I did, having extra white-space was unacceptable.

Using IF fields

The article found at, https://wordmvp.com/FAQs/MailMerge/MMergeIfFields.htm, has a comprehensive article detailing the process.

The only thing I would add to the article is that it does not explicitly tell you how to line-feed or new-line; it really just demonstrates the in-line technique.

Adding a Return/New-line

Editing the Merge Field; displaying hidden symbols

What you are really looking for is where I have placed the ΒΆ symbol.

The result

The result of all the steps

The result is a dynamic document which uses only enough space that is required. In the actual project, the maximum count of ‘DeptID – Department’ values was ten (10) with a minimum count of one (1). The requirement was to have a one (1) – page memo. Hopefully, this will help you excel at work!

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