microsoft excel courses tate - Moving data from Excel to Word

Hi Jill

Thank you for your question.

Firstly you would need to make sure that your spreadsheet was set up so that you had a column for each item you were using in your mail merge, e.g. one column for First name, one column for Last name and so on. Also type a heading in the first cell of each column, e.g. First name, Last name, Address 1, Address 2, City, Postcode.

In Word, go to Tools - Letters and Mailings - Mail Merge Wizard. This opens the Mail Merge Wizard on the right of your screen.

At step one, select the relevant item (letters, envelopes or labels).

At step 2, choose to start from the existing document if you want to use the file you have open to create the mail merge in, otherwise you will have the option to open a different file.

At step 3, click the Browse link and select your Excel spreadsheet.

At step 4, use the More items link to see a list of your headings from the Excel spreadsheet. If you select one item and click Insert, you will have inserted that item/field into the document. Keep selecting each item in turn and clicking Insert.

Once you have inserted all the fields you require, then you can set them up how you want them to appear, e.g. by putting a space between the first name and last name; using the Enter key to put fields on different lines. Make sure when you are doing this that you keep the << >> brackets around each field intact.

At step 5, you can preview your letters/labels/envelopes.

At step 6, you can either send the merged document directly to the printer; or you can choose Edit Individual Letters then choose All and OK to create a separate document with the merge results that you can save to print later.

I hope this helps.
Amanda