Training Notes Excel 2016 Mail Merge

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1 Training Notes Excel 2016 Mail Merge Willows Technology

2 Table of Contents Excel This Training Guide helps you with the merging of an Excel Spreadsheet to Word and will cover the following topics: 1. Mail merge using an Excel spreadsheet Mail merge for labels... 5 Set up a document that matches your label size... 5 Connect the document to your address list... 6 Add the names and addresses... 7 Preview and print the labels... 7 Save your label file for next time Import an address list When the data s ready, start the mail merge Save your mail merge file for next time The information provided in this document is to be used for the sole purpose of the client and should not be reproduced without the express permission of Willows Technology. Page 2

3 1. Mail merge using an Excel spreadsheet When you run a mail merge, Word pulls names, addresses, and other information directly from your Excel spreadsheet into the messages, labels, envelopes, or documents you re creating. The merge runs more smoothly if all the information you want to include is ready so, the first step is to make sure: The columns in your spreadsheet match the fields you want to use in your merge. For example, to address readers by their first name, make sure you have separate columns for first and last names. If you want to sort by city, be sure you have a separate City column. All the data you want to merge is in the spreadsheet. If you want to add more names or other information, it s best to make those changes now before you start the merge. Number formatting won t change. If your spreadsheet includes dates, times, currency values, or postal codes that begin or end in a Zero 0 then format the postal code column as text. 1. In your Excel spreadsheet, select the column you want to format. 2. Right-click, and then click Format Cells. 3. On the Number tab, click Text. If you re just starting out and want to import addresses from a.csv or.txt file, your best bet is to use the Text Import Wizard. After you start your mail merge and choose the kind of merge you want to run, it s time to connect to your data list. Because Dynamic Data Exchange is turned on, you ll receive a few extra prompts. Page 3

4 1. In the mail merge document, click Mailings > Select Recipients > Use an Existing List. 2. Browse to your spreadsheet, and double-click it. 3. Click MS Excel Worksheets via DDE (*.xls), and then click OK. 4. If you don't see MS Excel Worksheets via DDE (*.xls), select the Show all check box. 5. Click Entire Spreadsheet, and then click OK. Page 4

5 2. Mail merge for labels In a mail merge, Word pulls the information from your mailing list into your label document. Making labels with mail merge can get complicated but it basically involves four steps. Set up a document that matches your label size 1. Click Mailings > Start Mail Merge > Labels. 2. In the Label vendors list, click the company that made the labels you re going to print on. 3. In the Product number list, click the number that matches the product number on your package of labels. Page 5

6 Connect the document to your address list 1. On the Mailings tab, click Select Recipients > Use an Existing List if you already have a list in an Excel spreadsheet. 2. Browse to the list you want, and then click Open. If your list s in Excel and Word prompts you, click $Sheet1, and then click OK. 3. If you want to make labels for only some of the names in your list, click Edit Recipient List. 4. Check the names you want to add to your labels. You can also sort or filter the list to make finding names and addresses easier. Page 6

7 Add the names and addresses 1. Click Address Block. 2. Choose how you want the name to appear. TIP To be sure Word finds the names and addresses in your list, click Match Fields. Check that the fields you want appear in the list. If a field you want says (not matched), click the drop-down list for that field and then click the column name that matches that column in your list. When you ve matched all the fields you want, click OK. 3. Click OK, and then click Update Labels. Preview and print the labels 1. Click Preview Results, and then click the arrows to make sure the labels look right. Page 7

8 If the labels have too much space between each line, select the whole address in the first label, right-click, click Paragraph, and type 0 in the Before and After boxes, and click OK. Then click Update Labels to see the change applied to each label. TIP If the addresses looks like they re too close to the top of the labels, click before the address in the first label, press Shift+Enter, and click Update Labels. 2. Click Finish and Merge, and then click Print Documents. 3. Print a one-page test by clicking From in the Merge to Printer box and then typing 1 and the number of labels that fit on one page. For example, if your label sheets have 30 labels on each page, type 1 and If the test page looks the way you want it, load your labels into your printer, click Print Documents again, and click All. Save your label file for next time When you save the mail merge document, it stays connected to your mailing list. To use the mail merge document again, open it and click Yes when Word prompts you to keep that connection. Then, if you want to change which people or items you include in the merge, click Edit Recipient List to sort, filter, and select them. Page 8

9 3. Import an address list If you want to use information from a.txt or.csv file (for example, if you exported your Hotmail contacts into a.csv file), import that information into Excel by using the Text Import Wizard. Here s how: 1. Start Excel. 2. Click Data > From Text. 3. Click the.csv or.txt file you want, and then click Import. 4. In the Text Import Wizard, click Next. 5. In step 2, click the delimiter that your data uses (the Data preview window shows you what the results will look like). 6. In step 3, click the column that has postal codes, dates, currencies, or other values, and then click Text under Column data format. Page 9

10 7. Repeat step 6 for each column you want to format. 8. Click Finish. Make any changes or additions in your spreadsheet before you connect it to your mail merge document in Word. TIP If you re setting up your Excel spreadsheet by importing information from a.csv or a.txt file, use the Text Import Wizard. 4. When the data s ready, start the mail merge 1. In Word, open a new document. 2. Click Mailings > Start Mail Merge, and then click the kind of merge you want to run. 3. Click Select Recipients > Use Existing List. 4. Browse to your Excel spreadsheet, and then click Open. If Word prompts you, select Sheet1$ and click OK. Page 10

11 Now the Excel spreadsheet s connected to the mail merge document you re creating in Word. To include only some of the people or items from your spreadsheet, click Mailings > Edit Recipient List. The Mail Merge Recipients box opens. Here, you can select just the rows you want to include. To make them easier to find, you can sort and filter the information. 5. Next, you can insert mail merge fields that pull the information from your spreadsheet into your document. For example, to add a greeting line to an message or a letter, click Mailings > Greeting Line. Or add addresses from your list by clicking Mailings > Address Block. 6. When your document s ready, click Preview Results and click the arrows to see each specific copy of the document. Page 11

12 7. To finish the merge, click Finish & Merge, and then click Print Documents or Send Messages. 5. Save your mail merge file for next time When you save the mail merge document, it stays connected to your mailing list. To use the mail merge document again, open it and click Yes when Word prompts you to keep that connection. Then, if you want to change which people or items you include in the merge, click Edit Recipient List to sort, filter, and select them. Page 12

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