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How to Mail Merge from Excel to Powerpoint (with Quick Steps)

Excel is a fantastic tool to work with when it comes to data analysis and interpretation. But, when it comes to presenting the data in a glamorous way, Microsoft PowerPoint comes into mind. Now, it is tiring and time-consuming to insert the Excel calculations into PowerPoint again. Rather, you can mail merge Excel to PowerPoint by following some steps. In this article, I will show you the step-by-step guidelines to mail merge Excel to PowerPoint.


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Excel File:

Word File:

PowerPoint File:


Steps to Mail Merge from Excel to PowerPoint

Say, you have a dataset containing names, genders, ages, and cities of several employees in an Excel file. Now, you need to make a PowerPoint slide where each employee will contain one slide with their names as heading 1 and other information as heading 2. Now, you can do this by mail merging from Excel to PowerPoint by following the steps below.


📌 Step 1: Prepare Your Excel File

First and foremost, you need to prepare your Excel file in a proper format.

  • To do this, open an Excel file and insert your header row named  Name, Gender, Age, and City from the top left column of your Excel file.
  • Afterward, insert the values in each row according to the column headers.

Excel File to Mail Merge to PowerPoint

Note:

You must insert your data range from the top left of the Excel file to avoid errors and unwanted data.

Read More: How to Embed an Excel File in PowerPoint (5 Easy Ways)


📌 Step 2: Mail Merge from Excel into Word Document

Now, you will need to mail merge the Excel into word.

  • To do this, first, open a Microsoft Word file.
  • Following, go to the Mailings tab >> Start Mail Merge tool >> Normal Word Document option.

Start Mail Merge from Excel to Word

  • Afterward, go to the Mailings tab again.
  • Subsequently, click on the Select Recipients tool >> Use an Existing List… option.

Use Existing Excel File to Mail Merge

  • As a result, the Select Data Source window will appear.
  • Following, choose the previously created Excel file named Mail Merge Excel to Powerpoint.xlsx.
  • Subsequently, click on the Open button.

Select Data Source Window

  • As a result, the Select Table window will appear.
  • Following, click on the ‘Mail Merging Excel$’ option and click on the OK button.

Select Table Window

  • Now, go to the Mailings tab >> Insert Merge Field tool >> Name option.

insert the First Merge Field

  • As a result, your Name header from the Excel file will be merged here.
  • Afterward, repeat this procedure again and again for every individual header (Gender, Age, City) from your Excel file.

Insert All Merge Fields to Mail Merge Excel to PowerPoint

  • Now, to get the values in the proper format, select the Name header here >> go to the Home tab >> Styles tool >> Heading 1 option.

Style the First Merged Field

  • Following, for other headers’ formats, select the headers >> go to the Home tab >> Styles tool >> Heading 2 option.

Start All Merged Fields

  • As a result, your styling is done now.
  • Following, go to the Mailings tab >> Preview Results group>> Check for Errors tool.

Access the Check for Errors Option

  • Now, the errors will be checked and your file will be ready to finish and merge.
  • Next, go to the Mailings tab >> Finish & Merge option >> Edit Individual Documents… option.

Click on Finish & Merge Option to Mail Merge from Excel to PowerPoint

  • Consequently, the Merge to New Document window will appear.
  • Now, choose the option All from the Merge Records options and click on the OK button.

Merge to New Document Window

  • As a result, the Excel data will be mail merged from Excel to Word. You can see the preview in your word file.
  • Following, press Ctrl + S to save the file.

Merged Mail from Excel to Word

  • As a result, the Save As dialogue box will appear.
  • Subsequently, write your desired file name in the File name: text box to save as and click on the Save button.

Save As Dialogue Box

Thus, your Word file will be mail merged from Excel to word and will be ready for insertion into Powerpoint.

Read More: Automatically Create PowerPoint Slides from Excel (3 Easy Ways)


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📌 Step 3: Insert Outline into Powerpoint

Last but not least, you will need to insert the merged Word file into Powerpoint.

  • In order to do this, open your PowerPoint file.
  • Following, go to the Home tab >> New Slide tool >> Slides from Outline… option.

Access the Slides from Outline Option to Mail Merge from Excel to PowerPoint

  • Consequently, the Insert Outline window will appear.
  • Following, select the word file that you saved before after merging from the Excel file.
  • Last but not least, click on the Insert button.

Insert Outline Window

Thus, you will get your PowerPoint mail merged from Excel. And, the result should look like this where the names will be in heading 1 and ages, genders, and cities would be in heading 2 just like you wanted.

Mail Merged Excel to PowerPoint

Read More: How to Insert an Excel File into PowerPoint as an Icon


Conclusion

So, in this article, I have shown you all steps to mail merge from Excel to PowerPoint. You can also download our free workbook to practice. I hope you find this article helpful and informative. If you have any further queries or recommendations, please feel free to comment here.

And, visit ExcelDemy to learn more things about Excel! Have a nice day! Thank you!


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Tanjim Reza

Tanjim Reza

Hello! I am Md. Tanjim Reza Tanim. I have just completed my B.Sc from Naval Architecture & Marine Engineering Department, BUET. Currently, I am working as an Excel & VBA content developer. I always had a great fascination with Microsoft Excel and its cool functions and formulas. Here, I am learning every day about new functions and formulas and working on applying MS Excel to the analysis of our real-life problems. I have great enthusiasm for learning any kind of new things, writing articles, and solving real-life problems.

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