Mail Merge Test Checklist: Check a Batch Before Printing
Test a mail merge with records chosen to reveal problems, not just the first row in the spreadsheet. Include the longest name, an empty optional address field, a formatted identifier and a repeated name with a different ID. Then compare the generated documents with a written expectation before processing the full list.
This checklist is for letters, certificates and similar documents generated from a list. It supplements the Excel-to-Word setup guide; it is a review method, not an automatic guarantee that every document is correct.
Build a small test list with deliberate differences
Use invented details while testing an unfamiliar workflow. Keep the original workbook unchanged and create a separate test export. Give each test row a distinct record ID so you can match the output to its source even when names repeat.
| Test case | Example | Expected result |
|---|---|---|
| Normal record | Short name; all required fields filled | One complete document with the correct record ID |
| Long text | A longer invented name and course title | Readable wrapping; no clipped text or unexpected extra page |
| Optional field missing | Address2 left empty | Valid recipient remains included; address layout is reviewed |
| Identifier formatting | A text identifier such as 00127 | The intended leading zeros remain visible |
| Date and amount | A clearly specified date and currency value | The printed representation matches the intended format |
| Same name, different ID | Two Alex Lee records for different customers | Both valid records remain distinct |
The table describes cases, not six mandatory rows for every project. A case can require more than one row: the repeated-name check needs two. Write down the number of records you actually create rather than treating the number of test cases as the expected document count.
Write the expected result before merging
For each row, note its ID, whether it belongs in the batch, and the fields that must appear in the output. For a simple one-letter-per-row workflow, seven selected test records should produce seven letters. That does not necessarily mean seven pages: a letter can run across two pages.
If your process creates separate files, check both the contents and the filenames. Two different records may have the same person’s name, so a filename based only on the name needs attention. See the custom filename guide for that separate decision.
Preview more than the first recipient in Word
In desktop Word, use Mailings → Preview Results and move through the records with the navigation controls. Microsoft documents these controls in Mail merge: Preview Results. Inspect your deliberately difficult cases as well as the ordinary one.
For letters, Finish & Merge → Edit Individual Documents lets you review the merged output before printing; see Microsoft’s letter mail-merge instructions. Check the selected record scope before finishing so that a one-record preview is not confused with a full-batch review.
Check the actual output
- Identity: does each document’s record ID match the intended person or order?
- Content: are required fields filled, and has any sample company or fixed template text been left behind?
- Formatting: do dates, numbers and identifiers display as intended?
- Layout: do long lines fit, and are signatures or footers still in the expected place?
- Completeness: are the first and last intended records present, with no unexplained omissions or repeats?
- Export: if delivering PDF, open the PDF itself rather than relying only on the Word view.
If a number changes, use the number and date troubleshooting guide. If the output count is wrong, distinguish blank records from duplicate recipients before deleting source rows.
Repeat the test after a meaningful change
A passed test applies to the files and settings you checked. Changing the template’s font or margins, reconnecting another sheet, revising column headings or switching output format can affect the result. Save the tested versions and repeat the relevant checks after such changes.
Keep a short review note: template filename, source filename, expected count, checked IDs, issue found and action taken. “Looks fine” gives the next person little to verify. A note such as “long course title wraps to two lines; seven selected IDs all present” explains what was actually checked.
Try the workflow with matching sample files
The certificate starter kit provides a matching Word template and Excel list. Review its demonstration institution and fixed text before adapting it. Docs from Excel uses double-brace placeholders; these are different from Word’s native merge fields.
Once the records are prepared, open Docs from Excel to try the batch workflow. Review the generated results and current download terms before purchasing. Entering the tool or downloading a sample does not mean a batch has passed this checklist.