How to Do a Mail Merge in Word

Mail merge lets you create personalised letters, envelopes, labels or emails by combining a Word template with a list of names, addresses or other data. Instead of typing the same letter fifty times with different names, you write it once and let Word fill in the details for each recipient. This guide walks you through the whole process from start to finish.

What you need before you start

A mail merge has two parts: the main document (the letter or template) and the data source (the list of recipients and their details). You need both before starting.

  • Main document — a Word document with your letter text and placeholders (called merge fields) where the personalised information will go. For example: 'Dear [First Name],'.
  • Data source — a list of recipients, usually an Excel spreadsheet, a Word table, or a CSV file. Each column becomes a merge field (First Name, Last Name, Address, etc.) and each row is one recipient.
  • Tip: make sure your spreadsheet has clear column headers in the first row (e.g. First_Name, Last_Name, Address_Line_1) — Word uses these as the merge field names.

Setting up the mail merge

The easiest way to run a mail merge in Word is using the Step-by-Step Mail Merge Wizard:

  1. Open your letter template in Word (or start a new document).
  2. Go to the Mailings tab on the ribbon.
  3. Click Start Mail Merge > Step-by-Step Mail Merge Wizard. A panel opens on the right side of the screen.
  4. Choose your document type (Letters, Envelopes, Labels or Email Messages) and click Next.
  5. Choose 'Use the current document' and click Next.
  6. On the Select recipients step, choose 'Use an existing list' and click Browse to select your Excel or CSV file. Confirm the sheet and data range, then click OK.
  7. In the recipient list that appears, you can check or uncheck individual rows to include or exclude recipients. Click OK when done.

Inserting merge fields

With your data source connected, you can now place merge fields in your document. A merge field is a placeholder that Word replaces with the corresponding data for each recipient.

  1. Click in your document where you want a personalised piece of information — for example, after 'Dear '.
  2. In the Mailings tab, click Insert Merge Field and choose the field from your data source (e.g. First_Name).
  3. The field appears in your document as «First_Name». Repeat for every place where you need personalised text.
  4. Common fields to insert: recipient name and title in the salutation, address block for the envelope area, and specific details like membership numbers or appointment dates in the body.

Previewing the merge

Before finalising, always preview the merged results to check that the fields are correct and no data is missing. In the Mailings tab, click Preview Results. Your document now shows the actual data from the first row of your spreadsheet. Use the arrows next to the preview button to step through each recipient's version.

Check for common problems: missing spaces between fields (e.g. «First_Name»«Last_Name» needs a space between them), wrong field in the wrong place, or blank lines where a field has no data.

Completing the merge

When you're happy with the preview, go to the Mailings tab and click Finish & Merge:

  • Edit Individual Documents — creates a new Word document with all the merged letters on separate pages. You can review and edit individual letters before printing.
  • Print Documents — sends the merge directly to your printer, one letter per recipient.
  • Send Email Messages — if you chose 'Email Messages' as your document type, this sends personalised emails via Outlook using the email address field from your data source.

Mail merge for labels and envelopes

Mail merge isn't just for letters. To create address labels, choose Labels at the document type step and select your label brand and size from the list. Word creates a template page with the correct grid, and you insert address fields into the first label cell — Word copies them to all others automatically.

For envelopes, choose Envelopes and set the envelope size. Insert the address block in the delivery address area and your return address in the top-left. Print on standard envelopes or use a sheet of label paper.

Frequently asked questions

My merge fields are showing the field code, not the data. How do I fix it?

Press Alt+F9 to toggle between field code view and field result view. If you see {MERGEFIELD First_Name} instead of «First_Name», press Alt+F9 to switch back to normal view.

Can I use a Google Sheet as my data source?

Not directly. Download the Google Sheet as a CSV or Excel file (File > Download > Microsoft Excel or CSV), then connect that file as your data source in Word.

How do I format numbers or dates from my spreadsheet correctly?

Excel sometimes sends dates as numbers to Word. Right-click the merge field, choose Toggle Field Code, and add a date switch — for example: { MERGEFIELD Date \@ "d MMMM yyyy" }. For currency, use \# "£#,##0.00".

Can I merge to a specific set of recipients rather than everyone on the list?

Yes. In the Mailings tab, click Edit Recipient List. You can uncheck individual rows, or use Filter to show only recipients matching a condition — for example, only those in a specific city or with a status of 'Active'.

Is mail merge available in Word for the web?

Mail merge is not currently available in Word for the web. You need the desktop version of Microsoft Word to run a full mail merge. For free document editing without mail merge, FreeWordEditor.com lets you open and edit DOCX files in your browser.