{"id":23869,"date":"2024-01-11T00:48:16","date_gmt":"2024-01-11T00:48:16","guid":{"rendered":"https:\/\/www.gmass.co\/blog\/?p=23869"},"modified":"2024-01-11T00:48:16","modified_gmt":"2024-01-11T00:48:16","slug":"mail-merge-word","status":"publish","type":"post","link":"https:\/\/www.gmass.co\/blog\/mail-merge-word\/","title":{"rendered":"How to Mail Merge Word from Excel (Step-by-Step Complete Guide)"},"content":{"rendered":"<p>A <a href=\"#whatare\"><b>mail merge<\/b><\/a> is a handy way to send personalized <a href=\"#howto1\">mass letters<\/a> and <a href=\"#howto2\">bulk emails<\/a> quickly (and if you&#8217;re looking for how to mail merge Word from Excel, you know the potential time-savings and power).<\/p>\n<p>It works by automatically adding personalization data from a data file (for example, a spreadsheet) to a template file (like a letter or an email).<\/p>\n<p>In this article, I\u2019ll first cover what a mail merge is and explain <a href=\"#howdoes\">how it works<\/a>. Then, I\u2019ll go over how to mail merge using an <a href=\"#step1\">Excel spreadsheet<\/a> and a <a id=\"this\" href=\"#step2\">Word document<\/a>.<\/p>\n<p>Later, I\u2019ll mention <a href=\"#two\">two issues of using the traditional method for mail merges<\/a> and running a mail merge from Excel to Word. I&#8217;ll also suggest <a href=\"#gmass\">a better and more powerful alternative<\/a> to help you send mass emails.<\/p>\n<h2>Mail Merge Word from Excel: Table of Contents:<\/h2>\n<p>(Click on links to jump to specific sections)<\/p>\n<ul>\n<li><a href=\"#whatare\">What Are Mail Merges?<\/a><\/li>\n<li><a href=\"#howdoes\">How Does Mail Merge Work?<\/a><\/li>\n<li><a href=\"#howto1\">How to Use Mail Merge to Send Bulk Letters\u00a0<\/a><\/li>\n<li><a href=\"#two\">Two Problems of Using Microsoft Word to Send Mass Emails<\/a><\/li>\n<li><a href=\"#howto2\">How to Use Mail Merge to Send Mass Emails<\/a><\/li>\n<li id=\"whatare\"><a href=\"#faq\">7 Mail Merge FAQs<\/a><\/li>\n<\/ul>\n<p>Let\u2019s jump right in.<\/p>\n<h2>What Are Mail Merges?<\/h2>\n<p>A <b>mail merge<\/b> lets you create <b>personalized<\/b> documents that are automatically customized on a recipient-by-recipient basis. This spares you the trouble of manually personalizing each document yourself!<\/p>\n<p>You can use mail merges to create personalized messages automatically for:<\/p>\n<ul>\n<li>Marketing emails.<\/li>\n<li><a href=\"https:\/\/www.forbes.com\/sites\/theyec\/2019\/09\/19\/four-ways-to-fuel-the-success-of-your-newsletter\/#e8f6ca66d05b\">Newsletters<\/a>.<\/li>\n<li>Custom catalogs.<\/li>\n<li>Form letters, and more.<\/li>\n<\/ul>\n<p><b><i>Note: <\/i><\/b><i>A <\/i><i>form letter<\/i><i> is a<\/i><b><i> template <\/i><\/b><i>file<\/i><i> used to create mass letters. Instead of typing a <\/i><i>letter<\/i><i> for each recipient, you can use a <\/i><i>form letter<\/i><i> to make quick, unique, personalized letters for each person.\u00a0<\/i><\/p>\n<p>Essentially, if there\u2019s a document you need to personalize at scale, mail merges can take care of it for you!<\/p>\n<p><a id=\"howdoes\" href=\"#this\"><b>Go back to Contents<\/b><\/a><\/p>\n<p>Let\u2019s now explore how a mail merge works.<\/p>\n<h2>How Does Mail Merge Work?<\/h2>\n<p>First, you need to understand the <b>two<\/b> essential components of every mail merge.<\/p>\n<p>They are:<\/p>\n<ol>\n<li><b>Template <\/b><b>File<\/b><b>:<\/b> the document (Microsoft Word, Google Docs, or an email) that holds the message you\u2019ll be sending out (like a letter or an email). It specifies the places where the personalization data will go. And that data (names, addresses, etc.) is fetched from a data file.<\/li>\n<li><b>Data File<\/b><b>:<\/b> a data source like a Microsoft Excel spreadsheet or a Google Sheets file. Each cell in the data file contains different information (first name, last name, email address, etc.) that will be placed in your template file in the corresponding space.<\/li>\n<\/ol>\n<p><b>Essentially<\/b><b>, a <\/b><b>mail merge<\/b><b> automatically adds the personalization data from your <\/b><b>data file<\/b><b> to your template <\/b><b>file<\/b><b>.\u00a0<\/b><\/p>\n<p>For example, let\u2019s say you want to perform a mail merge to create mass letters.<br \/>\nHere, your letter is the <b>template <\/b><b>file<\/b> \u2014 it has placeholders for your contacts\u2019 names and addresses.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17802\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Template-file.png\" alt=\"Template file\" width=\"501\" height=\"245\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Template-file.png 766w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Template-file-300x146.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Template-file-24x12.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Template-file-36x18.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Template-file-48x23.png 48w\" sizes=\"auto, (max-width: 501px) 100vw, 501px\" \/><\/p>\n<p><i>No<\/i><i>tice the \u00abFirstName\u00bb, \u00abAddress\u00bb and other tags in the <\/i><i>letter<\/i><i>?<br \/>\n<\/i>These are placeholders for your recipient\u2019s details, also known as mail merge fields.<\/p>\n<p>A mail merge field draws the personalization information from your data file (spreadsheet) to help you create your personalized letter.<\/p>\n<p>But to make this work, the name of the mail merge field in your personalized letter template must match the name of the column header in your spreadsheet.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17803\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Data-file.png\" alt=\"Data file\" width=\"451\" height=\"234\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Data-file.png 626w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Data-file-300x155.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Data-file-24x12.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Data-file-36x19.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Data-file-48x25.png 48w\" sizes=\"auto, (max-width: 451px) 100vw, 451px\" \/><\/p>\n<p>If the name of the merge fields and column headers match, the mail merge function would then merge your <b>data file<\/b> and your <b>letter template<\/b> to generate a personalized letter for each person.<\/p>\n<p><a id=\"howto1\" href=\"#this\"><b>Go back to Contents<\/b><\/a><\/p>\n<p>Next, I\u2019ll go over the steps involved in using mail merge to automatically personalize individual letters.<\/p>\n<h2>How to Use Mail Merge to Send Bulk Letters<\/h2>\n<p>You can use the mail merge feature in Word and Excel to create auto-personalized individual letters quickly.<\/p>\n<p>Here:<\/p>\n<ul>\n<li>The <b>mail merge template<\/b> is a <b>form letter<\/b> in Microsoft Word.<\/li>\n<li id=\"step1\">The <b>data file<\/b> is an <b>Excel spreadsheet<\/b> containing your recipients\u2019 details.<\/li>\n<\/ul>\n<p>Let\u2019s now explore the steps involved in using the merge feature for bulk letters:<\/p>\n<h3>Step 1: Create and format your address list in Microsoft Excel<\/h3>\n<p>Here\u2019s a step-by-step guide on how to set up an Excel data file:<\/p>\n<p><b>Step A<br \/>\n<\/b>Open MS Excel and click on <b>Blank workbook <\/b>to open a blank Excel workbook (or document).<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17804\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Blank-workbook.png\" alt=\"Blank workbook\" width=\"496\" height=\"266\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Blank-workbook.png 686w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Blank-workbook-300x161.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Blank-workbook-24x13.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Blank-workbook-36x19.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Blank-workbook-48x26.png 48w\" sizes=\"auto, (max-width: 496px) 100vw, 496px\" \/><\/p>\n<p><b><i>Note:<\/i><\/b><i> If your contact data is readily available as an <\/i><i>Excel spreadsheet<\/i><i>, open the <\/i><i>file<\/i><i> and format it. If the data is present in a TXT or CSV <\/i><i>file<\/i><i>, go to <\/i><b><i>Data <\/i><\/b><i>\u2192 <\/i><b><i>From Text\/CSV<\/i><\/b><i> to open the <\/i><i>file<\/i><i> in Excel.<\/i><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17805\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/From-text.png\" alt=\"From text\" width=\"550\" height=\"128\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/From-text.png 662w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/From-text-300x70.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/From-text-24x6.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/From-text-36x8.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/From-text-48x11.png 48w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/><\/p>\n<p><b>Step B<br \/>\n<\/b>Now you can start entering the details of your address list into the Excel workbook.<br \/>\n<b>Only <\/b>enter your column header names in the first row, starting in cell <i>A1<\/i>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/A1-cell.png\" alt=\"A1 cell\" width=\"619\" height=\"183\" \/><\/p>\n<p>Check your header row to make sure the column headers in your Excel spreadsheet are exactly the same as the field names (or placeholder names) you want to use in your Word template document.<\/p>\n<p>For example, if the column names in your Excel sheet are \u201cFirstName\u201d, \u201cLastName\u201d, and \u201cEmail\u201d, the field names in your Microsoft Word document should also be \u201cFirstName\u201d, \u201cLastName\u201d, and \u201cEmail\u201d.<\/p>\n<p><b>Step C<br \/>\n<\/b>Enter your contact information in your Excel database as one record per row, starting from cell <i>A2<\/i>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17807\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-1024x211.png\" alt=\"Enter Contact information\" width=\"569\" height=\"118\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-1024x211.png 1024w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-300x62.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-768x158.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-24x5.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-36x7.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-48x10.png 48w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information.png 1166w\" sizes=\"auto, (max-width: 569px) 100vw, 569px\" \/><\/p>\n<p><b><span style=\"text-decoration: underline;\">Quick Tip<\/span><br \/>\n<\/b>Data entries such as ZIP codes, percentages, currencies, etc., must be in the correct numeric format. To ensure this, you need to:<\/p>\n<p>1. Select a column that has numeric data entries.<\/p>\n<p>2. Go to the <b>Home \u2192 Number <\/b>section.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17808\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/General-number.png\" alt=\"General- number\" width=\"550\" height=\"91\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/General-number.png 998w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/General-number-300x50.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/General-number-768x128.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/General-number-24x4.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/General-number-36x6.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/General-number-48x8.png 48w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/><\/p>\n<p>3. Click on the <b>Number Format<\/b> box and choose the correct format from the drop-down list that appears.<\/p>\n<p>4. Repeat steps 1\u20133 for all columns containing numeric values.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17809 \" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Number-format-box.png\" alt=\"Number format box\" width=\"180\" height=\"445\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Number-format-box.png 288w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Number-format-box-121x300.png 121w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Number-format-box-10x24.png 10w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Number-format-box-15x36.png 15w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Number-format-box-19x48.png 19w\" sizes=\"auto, (max-width: 180px) 100vw, 180px\" \/><\/p>\n<p><b>Step D<br \/>\n<\/b>Once you\u2019ve created the contact sheet, you can save your Excel document by pressing Ctrl+S or going to <b>File<\/b><b> \u2192 Save or <\/b><b>File<\/b><b> \u2192 Save As<\/b>.<\/p>\n<p><span style=\"text-decoration: underline;\"><b>Bonus Tip for Gmail Users <\/b><\/span><b><br \/>\n<\/b>If you\u2019re creating your first mail merge data file, you can export all your existing <a href=\"https:\/\/www.gmass.co\/blog\/gmail-contact-list\/\">Gmail contacts<\/a> (or \u201cGoogle Contacts\u201d) to get started quickly. Read my guide on <strong><a href=\"https:\/\/www.gmass.co\/blog\/export-contacts-from-gmail-label\/\">how to export contacts from Gmail<\/a> <\/strong>to learn how.<\/p>\n<p><b id=\"step2\"><i>Note:<\/i><\/b><i> Ensure that <\/i><i>you finish<\/i><i> all edits to the <\/i><i>Excel spreadsheet<\/i> <b><i>before<\/i><\/b><i> starting the <\/i><i>mail merge process<\/i><i>. Making edits to an <\/i><i>Excel sheet<\/i><i> once you\u2019ve already begun a <\/i><i>mail merge<\/i><i> is a complicated additional step.<\/i><\/p>\n<h3>Step 2: Create the main mail merge document in MS Word<\/h3>\n<p>The next step is to create the form letter (or <b>mail merge template<\/b> \u2014 your main document) in your Microsoft Word document. You can create a different mail merge template for every bulk email campaign, and you can save the templates for future use.<\/p>\n<p>A favorite time-saving technique of mass email managers is to choose an old email template that worked well, update the content where necessary, and give the mail merge template a new name.<\/p>\n<p>As a result, when you create your mail merge document, try writing it in a way that will let you adapt and reuse it in future bulk mailings.<\/p>\n<p>Here\u2019s a step-by-step guide on how to create a mail merge template in Microsoft Office Word:<\/p>\n<p><b>Step A<br \/>\n<\/b>Open a new document (<b>blank <\/b><b>document<\/b>) in Word.<\/p>\n<p>This is the main document for your mail merge.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17810\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Blank-document.png\" alt=\"Blank document\" width=\"465\" height=\"252\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Blank-document.png 698w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Blank-document-300x162.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Blank-document-24x13.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Blank-document-36x19.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Blank-document-48x26.png 48w\" sizes=\"auto, (max-width: 465px) 100vw, 465px\" \/><\/p>\n<p><b>Step B<br \/>\n<\/b>Click on the <b>Mailings<\/b> tab and select <b>Start <\/b><b>Mail Merge<\/b>. A drop-down menu displaying every different mail merge document type will appear.<\/p>\n<p>You can select the document type for letters, emails, envelopes, mailing labels, or a directory. Since we\u2019re using the Word mail merge feature for sending letters, choose <b>Letters<\/b> as your merge document.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17811\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Letters.png\" alt=\"Letters\" width=\"550\" height=\"249\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Letters.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Letters-300x136.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Letters-24x11.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Letters-36x16.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Letters-48x22.png 48w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/><\/p>\n<p><b>Step C (Optional)<br \/>\n<\/b>You can also use the<b> Step-by-Step <\/b><b>Mail Merge Wizard<\/b> (<i>from the <\/i><b><i>Start <\/i><\/b><b><i>Mail Merge<\/i><\/b><i> drop-down menu<\/i>) to streamline the Word mail merge process.<\/p>\n<p>The mail merge wizard lets you quickly select the starting mail merge document.<\/p>\n<p>For example, it lets you use the current document, which is the mail merge letter you\u2019re creating now. Or you could choose a starter template or another existing document as your mail merge template.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17812\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/mail-merge-dropdown.png\" alt=\"mail merge dropdown\" width=\"175\" height=\"576\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/mail-merge-dropdown.png 244w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/mail-merge-dropdown-91x300.png 91w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/mail-merge-dropdown-7x24.png 7w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/mail-merge-dropdown-11x36.png 11w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/mail-merge-dropdown-15x48.png 15w\" sizes=\"auto, (max-width: 175px) 100vw, 175px\" \/><\/p>\n<p><b>Step D<br \/>\n<\/b>Write the body of the letter.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" id=\"step3\" class=\"aligncenter wp-image-17813\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Letter-body.png\" alt=\"Letter body\" width=\"592\" height=\"226\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Letter-body.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Letter-body-300x114.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Letter-body-24x9.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Letter-body-36x14.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Letter-body-48x18.png 48w\" sizes=\"auto, (max-width: 592px) 100vw, 592px\" \/><\/p>\n<p>(Don\u2019t worry about manually adding placeholders in your letter yet.)<\/p>\n<h3>Step 3: Select the recipient list<\/h3>\n<p>Now you can select the list of mail merge recipients (from your Excel file) who will receive your letter.<\/p>\n<p>Here\u2019s a step-by-step guide on how to do this:<\/p>\n<p><b>Step A<br \/>\n<\/b>Click on the<b> Select Recipients<\/b> option in the <b>Mailings<\/b> tab. A drop-down menu appears, showing different mail merge list sources.<\/p>\n<p>As your contact information is already available as an Excel file, click on <b>Use an Existing List<\/b>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17814\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Use-Existing-list.png\" alt=\"Use Existing list\" width=\"420\" height=\"318\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Use-Existing-list.png 529w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Use-Existing-list-300x227.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Use-Existing-list-24x18.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Use-Existing-list-36x27.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Use-Existing-list-48x36.png 48w\" sizes=\"auto, (max-width: 420px) 100vw, 420px\" \/><\/p>\n<p><b><i>Note:<\/i><\/b><i> You can also include your <\/i><i>Outlook Contacts<\/i><i> list if you have Outlook connected to <\/i><i>Word<\/i><i>.<\/i><\/p>\n<p><b>Step B<br \/>\n<\/b>In the dialog box that pops up, select the Excel sheet you created earlier and click Open.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17815\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/open-button.png\" alt=\"open button\" width=\"517\" height=\"347\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/open-button.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/open-button-300x201.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/open-button-24x16.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/open-button-36x24.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/open-button-48x32.png 48w\" sizes=\"auto, (max-width: 517px) 100vw, 517px\" \/><\/p>\n<p><b>Step C<br \/>\n<\/b>A <b>Select Table <\/b>window appears. Choose the Excel worksheet you want to merge with the Word template and click <b>OK<\/b>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17816\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Ok-button.png\" alt=\"Ok button\" width=\"494\" height=\"350\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Ok-button.png 720w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Ok-button-300x213.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Ok-button-24x17.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Ok-button-36x26.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Ok-button-48x34.png 48w\" sizes=\"auto, (max-width: 494px) 100vw, 494px\" \/><\/p>\n<p><b><i>Note:<\/i><\/b><i> If your <\/i><i>Excel spreadsheet<\/i><i> has only one worksheet, you\u2019ll only see <\/i><b><i>Sheet1<\/i><\/b><i> in the <\/i><b><i>Select Table<\/i><\/b><i> window.<\/i><\/p>\n<p><b>Step D<br \/>\n<\/b>If you want to edit your mail merge recipients list, click on the <b>Edit <\/b><b>Recipient List<\/b> tab.<\/p>\n<p>In the <b>Mail Merge<\/b><b> Recipients<\/b> window that pops up, clear the checkbox of the person you don\u2019t want in your mailing list.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17817\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Edit-recipient-list.png\" alt=\"Edit recipient list\" width=\"451\" height=\"485\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Edit-recipient-list.png 632w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Edit-recipient-list-279x300.png 279w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Edit-recipient-list-22x24.png 22w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Edit-recipient-list-33x36.png 33w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Edit-recipient-list-45x48.png 45w\" sizes=\"auto, (max-width: 451px) 100vw, 451px\" \/><\/p>\n<p>Anyone you remove from your recipient list in this step will be removed from any mail merge project that uses this data file in the future.<\/p>\n<h3>Step 4: Add personalized messages<\/h3>\n<p>The next step is to add personalized content (like contact names and addresses) to your form letter <b>template<\/b> (Word mail merge document).<\/p>\n<p>In Word, you can insert three personalization variables into your document:<\/p>\n<ul>\n<li><b>Insert Address Block <\/b>\u2014 add a recipient\u2019s address to your document.<\/li>\n<li><b>Insert Greeting Line <\/b>\u2014 include a personalized greeting or salutation in your letter.<\/li>\n<li><b>Insert Merge Field<\/b> \u2014 insert other mail merge fields from your Excel file.<\/li>\n<\/ul>\n<p>Here\u2019s a walkthrough on how to add all three personalization variables to your merge document (form letter):<\/p>\n<p><b><i>Note: <\/i><\/b><i>You can add a personalization variable at an insertion point of your choice in the <\/i><i>Word document<\/i><i>. For example, to add a greeting line before the body of your <\/i><i>letter<\/i><i>, simply place the text cursor at the point you want to add it.<\/i><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17818\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Insertion-point.png\" alt=\"Insertion point\" width=\"300\" height=\"107\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Insertion-point.png 280w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Insertion-point-24x9.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Insertion-point-36x13.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Insertion-point-48x17.png 48w\" sizes=\"auto, (max-width: 300px) 100vw, 300px\" \/><\/p>\n<h4>A. Insert an Address block<\/h4>\n<p>To insert a recipient\u2019s address from your Excel worksheet, click on <b>Address Block<\/b> from the <b>Write &amp; Insert Fields<\/b> section. In the window that appears, choose an address block format of your choice and click <b>OK<\/b>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17819\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Address-block.png\" alt=\"Address block\" width=\"550\" height=\"345\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Address-block.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Address-block-300x188.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Address-block-24x15.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Address-block-36x23.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Address-block-48x30.png 48w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/><\/p>\n<p>An address placeholder (\u00ab<b>AddressBlock<\/b>\u00bb) will be inserted automatically into your letter.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17820\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Address-block-placeholder.png\" alt=\"Address block placeholder\" width=\"550\" height=\"198\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Address-block-placeholder.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Address-block-placeholder-300x108.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Address-block-placeholder-24x9.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Address-block-placeholder-36x13.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Address-block-placeholder-48x17.png 48w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/><\/p>\n<h4>B. Insert a Greeting Line<\/h4>\n<p>To insert a greeting line, click on <b>Greeting Line<\/b> from the <b>Write &amp; Insert fields<\/b> section.<br \/>\nIn the dialog box that pops up, select the format you want to use and click <b>OK<\/b>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17821\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Greeting-line-tab.png\" alt=\"Greeting line tab\" width=\"492\" height=\"397\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Greeting-line-tab.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Greeting-line-tab-300x242.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Greeting-line-tab-24x19.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Greeting-line-tab-36x29.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Greeting-line-tab-48x39.png 48w\" sizes=\"auto, (max-width: 492px) 100vw, 492px\" \/><\/p>\n<p>A greeting placeholder (\u00ab<b>GreetingLine<\/b>\u00bb) will be automatically added to your document.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17822\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Greeting-line-placeholder.png\" alt=\"Greeting line placeholder\" width=\"515\" height=\"206\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Greeting-line-placeholder.png 756w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Greeting-line-placeholder-300x120.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Greeting-line-placeholder-24x10.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Greeting-line-placeholder-36x14.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Greeting-line-placeholder-48x19.png 48w\" sizes=\"auto, (max-width: 515px) 100vw, 515px\" \/><\/p>\n<h4>C. Insert Field<\/h4>\n<p>You can also add other mail merge fields, like your contact\u2019s first name, company name, email id, etc., from your Excel worksheet to your Word template.<\/p>\n<p>To do this, click on <b>Insert Merge Field<\/b> from the <b>Write &amp; Insert fields<\/b> group.<br \/>\nYou can see the insert field options there in the drop-down list of some mail merge labels. These labels are the column names in your Excel spreadsheet.<\/p>\n<p>If you want to create a<b> custom field<\/b>, the easiest way is to add a column to your spreadsheet with the name of the custom field you want to make, like \u201cbirthday\u201d or \u201cpet name\u201d. But you must do this before starting the mail merge process since you can\u2019t edit your spreadsheet during mail merge.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17823 \" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Insert-merge-field.png\" alt=\"Insert merge field\" width=\"305\" height=\"300\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Insert-merge-field.png 360w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Insert-merge-field-300x295.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Insert-merge-field-24x24.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Insert-merge-field-36x36.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Insert-merge-field-48x48.png 48w\" sizes=\"auto, (max-width: 305px) 100vw, 305px\" \/><\/p>\n<p>Click on the mail merge fields you want to add to your letter. Here\u2019s how my form letter looks after inserting the placeholders (mail merge fields) I needed:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17824\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Form-letter.png\" alt=\"Form letter\" width=\"550\" height=\"257\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Form-letter.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Form-letter-300x140.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Form-letter-24x11.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Form-letter-36x17.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Form-letter-48x22.png 48w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/><\/p>\n<p><b><i>Note:<\/i><\/b><i> You can also use the <\/i><b><i>Match Fields<\/i><\/b><i> feature to manually match your Excel column fields with the <\/i><i>Word<\/i><i> placeholders. This way, you can ensure that all the <\/i><i>mail merge fields<\/i><i> are accurately mapped to your Excel <\/i><i>column names<\/i><i>.<\/i><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17825\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/match-fields.png\" alt=\"match fields\" width=\"251\" height=\"435\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/match-fields.png 408w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/match-fields-173x300.png 173w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/match-fields-14x24.png 14w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/match-fields-21x36.png 21w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/match-fields-28x48.png 28w\" sizes=\"auto, (max-width: 251px) 100vw, 251px\" \/><\/p>\n<h3>Step 5: Preview and finish the mail merge process<\/h3>\n<p>After personalizing the form letter for each recipient, you can preview the letters to see how they look with the data inserted from your Excel worksheet.<\/p>\n<p>Here\u2019s a step-by-step guide on how to do this:<\/p>\n<p><b>Step A<br \/>\n<\/b>Click on <b>Preview Results<\/b> under the <b>Mailings<\/b> tab.<\/p>\n<p><b>Step B<br \/>\n<\/b>To preview the result for each recipient, you can enter the recipient number (<i>the corresponding row number in your <\/i><i>Excel spreadsheet<\/i>) in the text box.<\/p>\n<p>For example, to preview the form letter for my second recipient \u2014 Brandon Walsh, I type \u201c2\u201d in the text box and click the <b>Preview Results<\/b> button.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17826\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Preview-results.png\" alt=\"Preview results\" width=\"450\" height=\"373\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Preview-results.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Preview-results-300x249.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Preview-results-24x20.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Preview-results-36x30.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Preview-results-48x40.png 48w\" sizes=\"auto, (max-width: 450px) 100vw, 450px\" \/><\/p>\n<p><b><i>Note: <\/i><\/b><i>You can also <\/i><i>click<\/i><i> on the <\/i><b><i>Next<\/i><\/b><i> and <\/i><b><i>Previous<\/i><\/b><i> buttons to quickly scroll through your mailing list to preview the <\/i><i>letter<\/i><i> for each person.\u00a0<\/i><\/p>\n<p><i>If you realize someone who is scheduled to receive your bulk email should be removed from the <\/i><i>recipient list<\/i><i>, refer to <\/i><a href=\"#step3\"><i>Step 3 (D)<\/i><\/a><i> for instructions.<\/i><\/p>\n<p><b>Step C<br \/>\n<\/b>After previewing the form letter, click on<b> Finish &amp; Merge<\/b> to finish the Word mail merge process.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17827\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Finish-and-merge.png\" alt=\"Finish and merge\" width=\"550\" height=\"310\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Finish-and-merge.png 688w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Finish-and-merge-300x169.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Finish-and-merge-24x14.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Finish-and-merge-36x20.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Finish-and-merge-48x27.png 48w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/><\/p>\n<p>From the drop-down list that appears, you can choose to:<\/p>\n<ul>\n<li><b>Edit Individual Documents<\/b> \u2014 if you want to edit each letter further, separately.<\/li>\n<li><b>Print Documents <\/b>\u2014 if you want to print documents (even as PDFs).<\/li>\n<li><b>Send Email Messages <\/b>\u2014 if you want to send the letters as emails.<\/li>\n<\/ul>\n<p><b><i>Note:<\/i><\/b><i> If you want to send the letters as email messages to a Gmail or <\/i><i>Outlook contact,<\/i><i> you must <\/i><b><i>manually<\/i><\/b><i> set up Gmail\/Outlook with <\/i><i>Word<\/i><i>.\u00a0<\/i><\/p>\n<h3>Step 6: Save the form letter<\/h3>\n<p>After you\u2019ve finished working with the merged document, you can save it by pressing the <b>Ctrl+S <\/b>keys or by going to the <b>File<\/b> menu and clicking <b>Save <\/b>or <b>Save As<\/b>.<\/p>\n<p>You can also reuse the merged document for sending additional letters \u2014 just open it and click <b>Yes <\/b>when Word prompts you with this alert:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" id=\"howto2\" class=\"aligncenter wp-image-17828\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Word-popup.png\" alt=\"Word popup\" width=\"550\" height=\"206\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Word-popup.png 611w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Word-popup-300x112.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Word-popup-24x9.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Word-popup-36x13.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Word-popup-48x18.png 48w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/><\/p>\n<p><a href=\"#this\"><b>Go back to Contents<\/b><\/a><\/p>\n<h2>How to Use Mail Merge to Send Mass Emails<\/h2>\n<p>You can use mail merge to quickly create personalized emails for newsletters, promos, and other email marketing messages.<\/p>\n<p>Here, your <b>mailing list<\/b> is the <b>data file<\/b>, while the <b>email <\/b>is the <b>mail merge template<\/b>.<\/p>\n<p>We\u2019ve seen how to use Excel and Word to create personalized form letters.<br \/>\nJust follow the <a id=\"two\" href=\"#howto1\">same steps<\/a> to send merged emails to your mailing list.<\/p>\n<p>However, I don\u2019t recommend using Microsoft Word to send personalized emails at scale. Here\u2019s why\u2026<\/p>\n<h3>2 Problems of Using Microsoft Word to Send Mass Emails<\/h3>\n<p>While you can use a Microsoft Word document to create merged emails, there are <b>two<\/b> major<a href=\"https:\/\/www.gmass.co\/blog\/fix-mail-merge-problems-ms-word\/\"> drawbacks with this approach<\/a>:<\/p>\n<ul>\n<li>To send the merged document as an email message, you must <b>manually<\/b> set up Microsoft Outlook or Gmail with Word. This can be <b>time-consuming and confusing<\/b> for most users.<\/li>\n<li>Microsoft Word <a href=\"https:\/\/www.gmass.co\/blog\/fix-mail-merge-problems-ms-word\/\"><b>isn\u2019t well-equipped<\/b><\/a> to handle mail merges. If your personalization tags are mismatched and there are hundreds of recipients or Outlook contacts (<i>you can\u2019t preview every email, can you?<\/i>), you could end up sending something like this:<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17829\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Wrong-mail-merge.png\" alt=\"Wrong mail merge\" width=\"337\" height=\"378\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Wrong-mail-merge.png 728w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Wrong-mail-merge-268x300.png 268w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Wrong-mail-merge-21x24.png 21w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Wrong-mail-merge-32x36.png 32w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Wrong-mail-merge-43x48.png 43w\" sizes=\"auto, (max-width: 337px) 100vw, 337px\" \/><\/p>\n<p><i>Image Source: <\/i><a href=\"https:\/\/twitter.com\/Stephen_Curry\/status\/1156990157058387968\"><i>Twitter<\/i><\/a><\/p>\n<p><i id=\"gmass\">Now<\/i><i>, imagine sending hundreds of such embarrassing <\/i><i>emails<\/i><i>!<br \/>\n<\/i><\/p>\n<p>That\u2019s why it\u2019s smarter to use a <b>dedicated <\/b><b>mail merge feature<\/b> tool like GMass to send mass emails.<\/p>\n<h3>How to Use Mail Merge with GMass to Send Mass Emails<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17830\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-1.png\" alt=\"Gmass\" width=\"665\" height=\"329\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-1.png 1024w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-1-300x149.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-1-768x380.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-1-24x12.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-1-36x18.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-1-48x24.png 48w\" sizes=\"auto, (max-width: 665px) 100vw, 665px\" \/><\/p>\n<p><a href=\"https:\/\/www.gmass.co\/\"><b>GMass<\/b><\/a> is a powerful mail merge tool that lets you easily create and <a href=\"https:\/\/www.gmass.co\/blog\/send-unlimited-emails-gmail-using-smtp\/\">send tons of emails from your Gmail account<\/a>.<\/p>\n<p>Its advanced mail merge features have made it a popular tool used by employees from LinkedIn, Uber, Google, and Twitter. GMass is also perfect for individuals and groups like clubs, schools, <a href=\"https:\/\/www.gmass.co\/blog\/church-email\/\">churches<\/a>, and other institutions to send emails to a target audience.<\/p>\n<p>With GMass, you can easily create a mail merge with a data file stored as an Excel spreadsheet or a Google Sheet.<\/p>\n<p>Here\u2019s how:<\/p>\n<h4>Step 1: Import your Excel spreadsheet into Google Sheets<\/h4>\n<p>The first step is to import your Excel file into Sheets (this takes only a few seconds).<\/p>\n<p><b>Why would you want to do this?<br \/>\n<\/b>Because Google Sheets is far more powerful than Microsoft Excel for mail merging. Its automatic cloud-sync feature <b>auto-saves<\/b> your work with each edit made in the spreadsheet.<\/p>\n<p><b>Plus, if you\u2019re sending <\/b><b>emails<\/b><b>, it makes sense to have your <\/b><b>spreadsheet<\/b><b> online, right?<\/b><\/p>\n<p>Additionally, <a href=\"https:\/\/www.google.com\/sheets\/about\/\">Google Sheets<\/a> is completely <b>free<\/b> and can be used by anyone with a Google (Gmail or Google Workspace) account. You won\u2019t need a Microsoft Office subscription!<\/p>\n<p><b><i>Note: <\/i><\/b><i>If your <\/i><i>data file<\/i><i> is a CSV <\/i><i>file<\/i><i>, you can also <\/i><a href=\"https:\/\/www.tillerhq.com\/how-to-import-csv-into-a-google-spreadsheet\/\"><i>import it into Google Sheets<\/i><\/a><i>.<\/i><\/p>\n<p>Here\u2019s a step-by-step guide on how to import your Excel document into Google Sheets:<\/p>\n<p><b><i>Note: <\/i><\/b><i>I\u2019ll be using the <\/i><i>Excel sheet<\/i><i> shown in the screenshot below for the walkthrough.<\/i><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17807\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-1024x211.png\" alt=\"Enter Contact information\" width=\"560\" height=\"116\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-1024x211.png 1024w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-300x62.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-768x158.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-24x5.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-36x7.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information-48x10.png 48w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Enter-Contact-information.png 1166w\" sizes=\"auto, (max-width: 560px) 100vw, 560px\" \/><\/p>\n<p><b>Step A<br \/>\n<\/b>Open <a href=\"https:\/\/docs.google.com\/spreadsheets\">Google Sheets<\/a>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17831\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Open-sheets.png\" alt=\"Open sheets\" width=\"550\" height=\"184\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Open-sheets.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Open-sheets-300x100.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Open-sheets-24x8.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Open-sheets-36x12.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Open-sheets-48x16.png 48w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/><\/p>\n<p><b>Step B<br \/>\n<\/b>Select the <i>folder icon<\/i> to open the <b>Google Sheets <\/b><b>File<\/b><b> Picker<\/b>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17832\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/folder-icon.png\" alt=\"folder icon\" width=\"400\" height=\"57\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/folder-icon.png 424w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/folder-icon-300x42.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/folder-icon-24x3.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/folder-icon-36x5.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/folder-icon-48x7.png 48w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/p>\n<p><b>Step C<br \/>\n<\/b>In the window that appears, click on the <b>Upload <\/b>tab to import your Excel sheet.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17833\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Upload.png\" alt=\"Upload\" width=\"400\" height=\"103\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Upload.png 574w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Upload-300x77.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Upload-24x6.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Upload-36x9.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Upload-48x12.png 48w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/p>\n<p><b>Step D<br \/>\n<\/b>You can now choose the file you want to import from your computer. To select the file, click on the<b> Select a <\/b><b>file<\/b><b> from your device<\/b> button.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17834\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Select-a-file.png\" alt=\"Select a file\" width=\"292\" height=\"177\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Select-a-file.png 250w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Select-a-file-24x14.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Select-a-file-36x22.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Select-a-file-48x29.png 48w\" sizes=\"auto, (max-width: 292px) 100vw, 292px\" \/><\/p>\n<p><b>Step E<br \/>\n<\/b>Choose the Excel file you want to import from your computer and click on the <b>Open <\/b>button.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17835\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Open-button-1.png\" alt=\"Open button\" width=\"400\" height=\"58\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Open-button-1.png 750w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Open-button-1-300x44.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Open-button-1-24x3.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Open-button-1-36x5.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Open-button-1-48x7.png 48w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/p>\n<p><b>Step F<br \/>\n<\/b>Your file will be automatically imported as a new Google spreadsheet, which becomes your mail merge recipient list and data file.<\/p>\n<h4>Step 2: Format your Google Sheet<\/h4>\n<p>Your Google Sheet must be well-formatted before you use it with GMass. But don\u2019t worry, it\u2019s not as complicated as formatting your Excel spreadsheet.<\/p>\n<p>Here are some guidelines to ensure it works well:<\/p>\n<ul>\n<li>Your column names must be in<b> plain text<\/b> \u2014 they shouldn\u2019t contain spaces, codes, or special characters.<\/li>\n<li>Your column names must begin from cell <b>A1<\/b>. If there are any blank rows or additional text (like a sheet title) above the column names, you must delete them.<\/li>\n<li>The actual personalization data must begin from the second row onward.<\/li>\n<li>There <b>must<\/b> be at least one column that has your recipients\u2019 email addresses.<\/li>\n<\/ul>\n<p>GMass will <b>auto-detect<\/b> all column names during the mail merge process. It will <b>automatically <\/b>use the column labels in your Google Sheet as the placeholders in your email template.<\/p>\n<h4>Step 3: Install GMass and connect it to your Gmail account<\/h4>\n<p>If you haven\u2019t installed the GMass Chrome extension yet, here\u2019s a step-by-step guide on how to install and connect it to your Gmail account quickly:<\/p>\n<p><b>Step A<br \/>\n<\/b>Head to the <a href=\"https:\/\/chrome.google.com\/webstore\/detail\/gmass-powerful-mail-merge\/ehomdgjhgmbidokdgicgmdiedadncbgf\">Chrome Web Store page for GMass<\/a>.<\/p>\n<p><b>Step B<br \/>\n<\/b>Click on the<b> Add to Chrome <\/b>button.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17836\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Add-to-chrome-button.png\" alt=\"Add to chrome button\" width=\"519\" height=\"302\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Add-to-chrome-button.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Add-to-chrome-button-300x174.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Add-to-chrome-button-24x14.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Add-to-chrome-button-36x21.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Add-to-chrome-button-48x28.png 48w\" sizes=\"auto, (max-width: 519px) 100vw, 519px\" \/><\/p>\n<p><b>Step C<br \/>\n<\/b>A dialog box pops up:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17837\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-popup.png\" alt=\"Gmass popup\" width=\"497\" height=\"217\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-popup.png 560w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-popup-300x131.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-popup-24x10.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-popup-36x16.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-popup-48x21.png 48w\" sizes=\"auto, (max-width: 497px) 100vw, 497px\" \/><\/p>\n<p>Click on the<b> Add extension<\/b> button to add GMass to Chrome.<\/p>\n<p><b>Step D<br \/>\n<\/b>Log in to the Gmail account you want to use with GMass.<\/p>\n<p>After logging in, you can see three new GMass buttons next to your <a href=\"https:\/\/www.gmass.co\/blog\/gmail-search\/\">Gmail search<\/a> box.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17838\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Three-icons.png\" alt=\"Three icons\" width=\"550\" height=\"56\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Three-icons.png 838w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Three-icons-300x30.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Three-icons-768x78.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Three-icons-24x2.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Three-icons-36x4.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Three-icons-48x5.png 48w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/><\/p>\n<p>Click on one of these buttons, and you\u2019ll be prompted to link your Gmail account to GMass:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17839\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/gmass-prompt.png\" alt=\"gmass prompt\" width=\"390\" height=\"255\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/gmass-prompt.png 570w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/gmass-prompt-300x196.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/gmass-prompt-24x16.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/gmass-prompt-36x24.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/gmass-prompt-48x31.png 48w\" sizes=\"auto, (max-width: 390px) 100vw, 390px\" \/><\/p>\n<p>Click on the <b>Connect GMass Now!<\/b> button to connect your Gmail account with GMass.<\/p>\n<p><b><i>Note:<\/i><\/b><i> Simply installing the GMass extension doesn\u2019t create a GMass account. It only makes the buttons appear in your Gmail account. You have to link it to your Gmail account (as above) to activate it.<\/i><\/p>\n<h4>Step 4: Connect your Google Sheet to GMass<\/h4>\n<p>Here\u2019s a step-by-step guide on how to perform this last step:<\/p>\n<p><b>Step A<br \/>\n<\/b>Open your Gmail account and click on the <b>GMass <\/b><b>spreadsheet<\/b> button near your Gmail search box.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17840\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/gmass-spreadsheet.png\" alt=\"gmass spreadsheet icon\" width=\"550\" height=\"56\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/gmass-spreadsheet.png 838w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/gmass-spreadsheet-300x30.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/gmass-spreadsheet-768x78.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/gmass-spreadsheet-24x2.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/gmass-spreadsheet-36x4.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/gmass-spreadsheet-48x5.png 48w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/><\/p>\n<p><b>Step B<br \/>\n<\/b>A dialog window appears:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17841\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Connect-to-spreadsheet.png\" alt=\"Connect to spreadsheet\" width=\"452\" height=\"184\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Connect-to-spreadsheet.png 859w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Connect-to-spreadsheet-300x122.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Connect-to-spreadsheet-768x312.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Connect-to-spreadsheet-24x10.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Connect-to-spreadsheet-36x15.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Connect-to-spreadsheet-48x20.png 48w\" sizes=\"auto, (max-width: 452px) 100vw, 452px\" \/><\/p>\n<p><b>Step C<br \/>\n<\/b>You can now use the drop-down menu to choose the Google sheet you want to use for the mail merge.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17842\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Choose-a-spreadsheet.png\" alt=\"Choose a spreadsheet\" width=\"465\" height=\"252\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Choose-a-spreadsheet.png 883w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Choose-a-spreadsheet-300x162.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Choose-a-spreadsheet-768x416.png 768w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Choose-a-spreadsheet-24x13.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Choose-a-spreadsheet-36x19.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Choose-a-spreadsheet-48x26.png 48w\" sizes=\"auto, (max-width: 465px) 100vw, 465px\" \/><\/p>\n<p><b><i>Note: <\/i><\/b><i>If you have only one sheet (<\/i><b><i>Sheet1<\/i><\/b><i>) in your Google <\/i><i>spreadsheet<\/i><i>, <\/i><i>that sheet gets<\/i><i> chosen by default. However, if your <\/i><i>spreadsheet<\/i><i> has multiple sheets, you can select the sheet you want from the drop-down list.\u00a0<\/i><\/p>\n<p>Once you\u2019ve chosen a spreadsheet, click on the <b>CONNECT TO <\/b><b>SPREADSHEET<\/b> button.<\/p>\n<p><b>Step D<br \/>\n<\/b>Now, GMass will <b>auto-read<\/b> all your recipients\u2019 data from your Google sheet. It will also <b>automatically<\/b> insert their email addresses in the <b>To<\/b> field of a new email.<\/p>\n<p><b><i>Note: <\/i><\/b><i>GMass replaces the list of individual email addresses with a <\/i><b><i>single alias address<\/i><\/b><i>.\u00a0<\/i><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17843\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/New-message-tab-1.png\" alt=\"New message tab\" width=\"550\" height=\"128\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/New-message-tab-1.png 748w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/New-message-tab-1-300x70.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/New-message-tab-1-24x6.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/New-message-tab-1-36x8.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/New-message-tab-1-48x11.png 48w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/><\/p>\n<p><i>However, you can choose to display the email addresses individually. This way,<\/i> <i>you\u2019ll be able to see the <\/i><i>email IDs<\/i><i> of everyone on your <\/i><i>recipient list<\/i><i> \u2014 but don\u2019t worry, each select recipient will see only their email address <\/i><i>(just like when you add recipients to the <\/i><a href=\"https:\/\/www.gmass.co\/blog\/use-bcc-in-email\/\"><i>BCC<\/i><\/a><i> field)<\/i>.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17844\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/New-message-2-1.png\" alt=\"BCC field\" width=\"448\" height=\"412\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/New-message-2-1.png 748w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/New-message-2-1-300x276.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/New-message-2-1-24x22.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/New-message-2-1-36x33.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/New-message-2-1-48x44.png 48w\" sizes=\"auto, (max-width: 448px) 100vw, 448px\" \/><\/p>\n<p><b>Step E<br \/>\n<\/b>After a new email window appears, you can compose your email with GMass\u2019 <a href=\"https:\/\/www.gmass.co\/blog\/mail-merge-personalization\/\">powerful personalization<\/a> features. To use these personalization settings, click on the <i>settings arrow<\/i> near the <b>GMass<\/b> button.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17845\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-icon-arrow.png\" alt=\"Gmass icon arrow\" width=\"377\" height=\"423\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-icon-arrow-268x300.png 268w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-icon-arrow-21x24.png 21w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-icon-arrow-32x36.png 32w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Gmass-icon-arrow-43x48.png 43w\" sizes=\"auto, (max-width: 377px) 100vw, 377px\" \/><\/p>\n<p>Click on the <i>Personalize<\/i> drop-down list button to see all the column names present in your Google sheet.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17846\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Column-names.png\" alt=\"Column names\" width=\"373\" height=\"400\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Column-names.png 640w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Column-names-279x300.png 279w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Column-names-22x24.png 22w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Column-names-34x36.png 34w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Column-names-45x48.png 45w\" sizes=\"auto, (max-width: 373px) 100vw, 373px\" \/><\/p>\n<p>To personalize your email, select the column labels from the drop-down list. You can add these placeholders anywhere in your email message and subject line.<\/p>\n<p>Here\u2019s how my personalized email looks like with placeholders:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-17847\" style=\"border: 1px solid #000000;\" src=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Personalized-email.png\" alt=\"Personalized email\" width=\"420\" height=\"401\" srcset=\"https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Personalized-email.png 664w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Personalized-email-300x286.png 300w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Personalized-email-24x24.png 24w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Personalized-email-36x34.png 36w, https:\/\/www.gmass.co\/blog\/wp-content\/uploads\/2021\/10\/Personalized-email-48x46.png 48w\" sizes=\"auto, (max-width: 420px) 100vw, 420px\" \/><\/p>\n<p><i>Notice the {FirstName} variable?<br \/>\n<\/i>That\u2019s a personalization label corresponding to the column header FirstName in my Google Sheet.<\/p>\n<p><b>Step F<br \/>\n<\/b>After composing your email, click on the <b>GMass<\/b> button to send it to all your recipients.<\/p>\n<p><b><i>Note:<\/i><\/b><i> GMass will auto-personalize the email for each person based on the <\/i><i>mail merge<\/i><i> labels you\u2019ve used in your message.\u00a0<\/i><\/p>\n<p><i>For example, the third recipient of my email, Ron Carey, will receive an email that starts with \u201cDear Ron,\u201d as the {FirstName} variable was used in the email message.<\/i><\/p>\n<p><a id=\"faq\" href=\"#this\"><b>Go back to Contents<\/b><\/a><\/p>\n<h2>Mail Merge Word from Excel: Final Thoughts<\/h2>\n<p>Mail merging isn\u2019t rocket science.<\/p>\n<p>While you can use Microsoft Word to perform mail merges for letters, you need to follow a large number of steps correctly. Additionally, for sending mass emails, you have to set up a webmail client with Word <b>manually<\/b>.<\/p>\n<p><i>Instead, why not use a powerful <\/i><i>mail<\/i><i> merge tool like GMass for sending <\/i><i>mass emails<\/i><i>?<\/i><\/p>\n<p>Its advanced mass mailing features help you to perform mail merges and send out bulk emails effortlessly.<\/p>\n<p><b><i>Why not <\/i><\/b><a href=\"https:\/\/chrome.google.com\/webstore\/detail\/gmass-powerful-mail-merge\/ehomdgjhgmbidokdgicgmdiedadncbgf\"><b><i>try GMass today<\/i><\/b><\/a><b><i> and simplify your <\/i><\/b><b><i>mail merge<\/i><\/b> experience?<\/p>\n","protected":false},"excerpt":{"rendered":"<p>A mail merge is a handy way to send personalized mass letters and bulk emails quickly (and if you&#8217;re looking for how to mail merge Word from Excel,\u2026<\/p>\n","protected":false},"author":2,"featured_media":10824,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[6],"tags":[],"class_list":["post-23869","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-mail-merge"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\r\n<title>How to Mail Merge Word from Excel (Step-by-Step Complete Guide)<\/title>\r\n<meta name=\"description\" content=\"If you&#039;re running a mail merge Word from Microsoft Excel, this guide will walk you through the process. 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