Method for Merging Multiple Letters on a Single Sheet from Excel in Word 2016

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This detailed article provides step-by-step guidance on merging multiple letters onto one sheet from Excel in Word 2016. It enables you to swiftly and accurately create invitations, commendations, and more.

To merge letters from Excel, you need to prepare two data files:

Note that the Excel data file must have the header row as the top row. Do not insert any additional content above it.

Word document containing the template content for the letters you want to merge:

For example, to create a health examination form, follow these steps:

Step 1: Copy the letter content (excluding frames, borders) by selecting the content -> right-click and choose Copy:

Step 2: Go to the Mailings tab -> Start Mail Merge -> Labels:

Step 3: The Label Option dialog appears; click New Label…

Step 4: In the Label Detail dialog, make the following selections:

- Page Size: Choose A4 vertical (depending on how you create the letter to select the paper size)

- Number across: Select the number of columns for labels on one page; choose the value 2 (labels on one page arranged horizontally in 2 columns)

- Number down: Choose 4 for the number of rows of labels on 1 page arranged vertically (4 labels)

Note: Number across = 2, number down = 4 => On 1 sheet of paper, there are 8 letters divided into 2 columns on 1 page.

- Top margin: Choose the top margin for labels; here, select 5mm

- Side margin: Choose the left margin for labels; here, select 5mm

- Label height: Choose the height for labels, calculate it as follows:

+ A4 paper has a height of 29.7cm, in the above section, choose Number down = 4 meaning one sheet contains 4 letters or labels => height per label =(paper height – top margin – bottom margin):4 =(29.7-0.5-0.5)=6.4cm

- Label width: The width of the label; above, choose 1 sheet with 2 columns (number down = 2) => label width is calculated as (paper width – left margin, right margin) :2 = (29.7-0.5-0.5):2=9.5cm

- Vertical pitch: The spacing between labels vertically = label height + top margin + bottom margin = 6.4+0.5+0.5=7.4cm

- Horizontal pitch: The spacing between labels horizontally = label width + left margin + right margin=9.5+0.5+0.5 =10.5cm

Note that the values above are calculated based on your choice of the number of labels per page.

Step 5: Click OK -> select the label name you just created -> click OK:

Step 6: After clicking OK, a confirmation dialog for using the label will appear -> the system clears data on the page -> click OK:

Step 7: The outcome is labels created in a grid of 8 labels on 1 page, divided into 2 columns:

Step 8: Click on the first label to paste the content copied in Step 1 -> see the outcome:

Step 9: Create a border for the label:

Step 10: Change the background color, and border for the label:

Right-click and choose Format shape:

Select no fill for transparency

Adjust the border color, style, and width:

Step 11: After creating the border for the label, click the Update label icon to apply to the remaining labels:

The result is the created frame for the labels:

Step 12: Add additional fields from the Excel file:

- Go to the Mailings tab -> Select Recipients:

- Locate the path to the Excel file containing the data list:

- Select the Sheets containing the content for labels -> click OK:

- Click on the position of the first label, select data fields by clicking Insert label field -> choose the corresponding field:

- After selecting the data fields for the first label -> click update label -> all labels are generated:

- Click Preview Result to preview the newly created content:

Step 13: Press the Ctrl + S key combination to save the created letter content:

Step 14: After clicking Save, you have generated letters from the Excel file:

Here is a detailed guide on merging multiple letters onto one sheet from Excel in Word 2016. Best of luck to all of you!

Frequently Asked Questions

What are the essential steps to merge letters from Excel into Word 2016?

To merge letters from Excel into Word 2016, you must prepare an Excel data file with a header row and a Word document as a template. Begin by copying the letter content, then navigate to the Mailings tab in Word, initiate a mail merge, select label options, and set your desired label dimensions. Finally, insert fields from your Excel data and update the labels accordingly.

How do I create a custom label layout in Word for my letters?

Creating a custom label layout in Word involves selecting the Mailings tab, then starting a mail merge for labels. In the Label Options dialog, click 'New Label' to define your page size, number of columns and rows, and margins. Once you have configured the label details, you can paste your letter content and apply additional formatting as needed.

Is it necessary to have a header row in my Excel data file for merging?

Yes, it is crucial to include a header row in your Excel data file when merging. This header row will define the fields used in your Word document template, ensuring that data is accurately inserted into the corresponding labels or letters during the merge process.

What are the benefits of using the mail merge feature in Word?

The mail merge feature in Word allows users to efficiently create personalized documents for multiple recipients, such as invitations or letters. By merging data from Excel, it eliminates the need for repetitive manual entry, saves time, and enhances accuracy in document generation.

Can I save my merged letters after completing the mail merge process?

Yes, after finishing the mail merge process, you can save your merged letters. Simply press Ctrl + S or click the Save option to ensure all generated letters are securely stored for future reference or printing.

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