If you intend to sort the contacts by state or city, verify that you have a separate State or City column.
For instance, if you wish to address the recipients by their first name, be sure to create separate columns for the first and last names.
When you run a mail merge, your Excel file will get connected to your Word document, and Microsoft Word will be pulling the recipient details directly from the connected worksheet.īefore running a mail merge in Word, make sure your Excel file has all the information you want to include such as first name, last name, salutation, zip codes, addresses, etc. Preparing Excel spreadsheet for mail merge The goal of the mail merge is to combine the data in File 1 and File 2 to create File 3. The final Word document with personalized letters, emails, labels, or envelopes.Word document with codes for the personalized fields.Excel source file with information about the recipients such as names, addresses, emails, etc.To get a grasp of the basics, you can think of it in terms of 3 documents. Count how many labels are running vertically from the sheet from top to bottom.A mail merge may look like a daunting task, but in fact the process is pretty simple. Count how many labels are running horizontally across the sheet from left to right. Measure the width of your label from the left edge to the right corner. Measure the length of your label from the top edge to the bottom corner. The horizontal will include the width of the label and the horizontal space from the label next to it.
Measure the space between the left edge of the label and the left edge of the label beside it. This measurement includes the length of the label and the vertical area from the other label underneath it. Measure the space between the top edge of your label and the top edge of the label below it.
Measure the space between the left border of your label and the left edge of the sheet. Measure the space between the top edge of your label and the top border of the sheet.
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