How To Do A Mail Merge Excel

Hello and welcome to this detailed guide on how to do a mail merge in Excel. As someone who has often found the need to personalize and send out mass emails, I can attest to the usefulness of the mail merge feature. It’s a great way to save time and ensure that each recipient receives a personalized email. Let’s dive into the step-by-step process of setting up a mail merge in Excel.

Setting up Your Excel Spreadsheet

The first step is to prepare your Excel spreadsheet. Make sure you have a column for each piece of information you want to include in your email, such as first name, last name, email address, and any other relevant details. This will help you personalize your emails effectively.

Creating Your Email Draft in Word

Once your Excel spreadsheet is ready, open Microsoft Word and create a new document. Go to the ‘Mailings’ tab and select ‘Start Mail Merge’ > ‘Email Messages’. This will allow you to link your Word document to your Excel spreadsheet.

Linking Your Excel Spreadsheet to Word

After selecting ‘Email Messages’, click on ‘Select Recipients’ > ‘Use an Existing List’. Navigate to your Excel spreadsheet and select it. You will then be prompted to choose the specific sheet and table within the spreadsheet that you want to use. This step is crucial as it connects your Word document to the data in your Excel spreadsheet.

Adding Personalized Fields

Now comes the fun part – adding personalized fields to your email draft. Place your cursor where you want to insert a personalized field, such as the recipient’s first name. Then, go to the ‘Mailings’ tab, click ‘Insert Merge Field’, and select the relevant field from your Excel spreadsheet. Repeat this for any other personalized fields you want to include.

Previewing Your Emails

Before completing the mail merge, it’s a good idea to preview your emails. You can do this by clicking ‘Preview Results’ in the ‘Mailings’ tab. This will allow you to scroll through each email and ensure that the personalized fields are populating correctly.

Completing the Mail Merge

Once you’re satisfied with the preview, click ‘Finish & Merge’ > ‘Send Email Messages’. A dialog box will appear, allowing you to select the email field from your Excel spreadsheet. You can choose additional options such as sorting and filtering recipients if needed. Finally, click ‘OK’ to complete the mail merge process.


Congratulations! You’ve successfully completed a mail merge in Excel. This powerful feature can save you significant time and effort when sending out personalized mass emails. Whether you’re reaching out to clients, customers, or colleagues, the ability to personalize your communication can make a lasting impression. I hope this guide has been helpful, and I encourage you to explore the various ways you can leverage mail merge to streamline your email communication.