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Mail merge using Excel and word to send bulk mails.


New Member
Hi all,

Don't know whether this question is related to this forum or not, but need help and it will help me a lot.

I have a huge data in excel in vertical format with 3 Columns, 1st Vendor name, 2nd Invoice number & 3rd Vendor Mail Id, and need to send only one Mail to each vendor with all Invoices details at a time by mail merge. This data is not even for all vendors, i.e, one vendor has 2 invoices and another vendor has 10 invoices and next one has 20 invoices and some one has 1 invoice like that. In this scenario, i am unable to send mail through mail merge with all invoices in single mail. Herewith i attached excel file and sample mail format in word to send as, for your ready reference.

Request to all to help in this regard.

Thanks in advance.



New Member
You can use Word's Catalogue/Directory Mailmerge facility for this (the terminology depends on the Word version). To see how to do so with any mailmerge data source supported by Word, check out my Microsoft Word Catalogue/Directory Mailmerge Tutorial at:
The tutorial covers everything from list creation to the insertion & calculation of values in multi-record tables in letters. Do read the tutorial before trying to use the mailmerge document included with it.

Depending on what you're trying to achieve, the field coding for this can be complex. However, since the tutorial document includes working field codes for all of its examples, most of the hard work has already been done for you - you should be able to do little more than copy/paste the relevant field codes into your own mailmerge main document, substitute/insert your own field names and adjust the formatting to get the results you desire. For some worked examples, see the attachments to the posts at:

Another option would be to use a DATABASE field in a normal ‘letter’ mailmerge main document and a macro to drive the process. An outline of this approach can be found at: http://answers.microsoft.com/en-us/office/forum/office_2010-word/many-to-one-email-merge-using-tables/8bce1798-fbe8-41f9-a121-1996c14dca5d

Conversely, if you're using a relational database or, Excel workbook with a separate table with just a single instance of each of the grouping criteria, a DATABASE field in a normal ‘letter’ mailmerge main document could be used without the need for a macro. An outline of this approach can be found at:
For some working examples, see:

Alternatively, you may want to try one of the Many-to-One Mail Merge add-ins, from:
Graham Mayor at http://www.gmayor.com/ManyToOne.htm; or
Doug Robbins at https://onedrive.live.com/?cid=5AEDCB43615E886B&id=5AEDCB43615E886B!566

Marc L

Excel Ninja
Hi !​
See also the samples in threads of the appropriate VBA section as here it's the Excel formula forum …​