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Word 2010 
Mail Merge to E-Mail 
Data Source in Excel 
Elizabethtown College Computer Class 
Kathy Kellie, Computing Trainer 
x1582 
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u:\private\classes\word\mail merge class\2010-mail merge
to e-mail.docx
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Word 2010 Mail Merge 
E-mail 
Notes on Using an Excel File as a Data Source 
If you have formatted numbers in your Excel file, they will not merge into the document in their 
formatted state. Ex.: $1,200.02 becomes 1200.02 
In order to have formatted numbers and dates appear in the merged document, you must set 
some options in Word, and then the Excel data will be merged as expected. You only have to 
set this once. 
Confirm File Format conversion on Open 
Office Button: Word Options… … 
Advanced bar 
General Section 
Check Confirm file format conversion on 
open 
This is important if you are merging fields with money or dates 
Sample of Excel Spreadsheet 
Outlook Should be on BEFORE You Complete the Merge 
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Word 2010 Mail Merge 
E-mail 
Email
Display Mail Merge Wizard Task Pane 
Starting with a blank document, select Mailings tab 
Click Start Mail Merge 
Select Step by Step Mail Merge Wizard 
Mail Merge Task Pane Appears 
Choose E-mail messages for the Document 
Select E-mail messages 
Click Next: Starting document 
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Word 2010 Mail Merge 
E-mail 
Select Starting Document 
Choose Use the current document 
Click Next: Select recipients 
Choose the Data Source/Recipient List 
Select Use an existing list 
Click Browse… 
Word 2010 Mail Merge 
E-mail 
Navigate to your Excel File 
Select it and click Open 
Select OLE DB Database Files 
Click OK 
Note: the first sheet should be selected. Use this one if your address list is on sheet 1, otherwise 
select whichever sheet has the address list. 
Click OK 
Can’t Open the File? 
If the Excel file is in the old format 
(97-2003) it displays compatibility 
mode when opened in Excel 2010. 
This format doesn’t work well in a 
Word 2010 mail merge. So if you 
can’t get the file to open, try saving 
the Excel file in the newer 2010 
format (XLSX) 
Word 2010 Mail Merge 
E-mail 
The address list appears 
Click OK 
Note: You can sort, filter and omit records 
Save the Document 
Word 2010 Mail Merge 
E-mail 
Add Merge Fields to the E-mail 
Click Next: Write your e-mail 
message 
Now write your message 
Type the text 
and 
Insert the Merge Fields 
In the Mail Merge Task 
Pane 
Click More items 
Click the field to insert 
Click Insert button 
Close the dialog box  
Field is inserted 
Repeat with any other fields you want to place in the message 
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