If your Excel file contains postal codes or any other numbers with leading zeros, format them as text to retain zeros during a mail merge. 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. The columns in the spreadsheet match the fields you want to use in a mail merge. Your Excel sheet has one row for each recipient. If you want to add more details, you'd better do this before starting the merge. 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. 
A mail merge may look like a daunting task, but in fact the process is pretty simple.
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