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How to do a mail merge from excel to outlook full#
How to do a mail merge from excel to outlook windows#

Now that you've linked your information to a database that can understand, it's a simple matter to use that database for mail merging, as long as you know where to look. To use your own fields, click “more options.” You'll be able to see the names you gave each column and use them instead.For instance, you can show it that it should use the “Family Name” category in your data file to fill in “Last Name” data in an address block. If you are using a preset and it doesn't seem to be able to find the right information, click the button marked “Match Fields” to teach the program which of your field names correspond to its standard names.These are all more or less straightforward and easy to understand.

How to do a mail merge from excel to outlook windows#

Some of the preset options will open up additional windows for you to fill in appropriate information.

How to do a mail merge from excel to outlook full#

For example, if you're writing a form business letter, you might see an option to insert an address block, which includes each recipient's first and last name and full address, neatly organized on a few lines. Office does its best to fill in the appropriate information from the data you give it.

The preset options change slightly based on what type of document you told Office you were writing.

You can delete misplaced or duplicate data fields by pushing the Delete key, the same as an ordinary letter or number.

Insert a data field by placing the cursor where the field will go, and then clicking the appropriate button on the task pane to insert it there.

On the next page of the task pane, you will be prompted to write your document if you haven't already done so, and presented with an array of options for inserting data from the file into the document.

Microsoft Office users who also use Outlook for their e-mail can use their Outlook address book as a data file instead, if desired.

When you are asked which field to insert into your letter, you will see “firstname” as an option and remember what is contained in that column.

For example, start a column of first names by typing “firstname,” then put all the first names below it.

It will assume that the first entry in each column of information is the general name for that type of information, so use names that make sense for you.

Put one item of information in each cell along a line, so that each type of information (first name, last name, honorific, and so on) is in its own column.For example, if you're writing a form letter, your data file will hold the names and possibly the addresses of everyone you intend to send the letter to. Your data file should have all the information that will have to change from copy to copy.Spreadsheet files are most commonly used this guide assumes you are using a spreadsheet. This can be a spreadsheet file, database file, or even a text document with the proper formatting.