# Merge fields

## Why this matters

A message with the person's name, date or amount in it is clearer and gets more replies than a generic one. Merge fields do this for every row in one send.

## How they work

A merge field is a column header between double carets: `^^ColumnHeader^^`. For each row, ExcelSend swaps the field for that row's value in the column.

With a sheet like this:

| first | petName | date | time |
|---|---|---|---|
| Jack | Rex | 14/10/2026 | 10:30 |
{.table}

the message

> Hi ^^first^^, a reminder that ^^petName^^ is booked in on ^^date^^ at ^^time^^. Please reply YES to confirm.

is sent to Jack as

> Hi Jack, a reminder that Rex is booked in on 14/10/2026 at 10:30. Please reply YES to confirm.

## Add a merge field

1. In **Text Message**, put the cursor where the value should go.
2. Choose the column from the **merge field** list. ExcelSend inserts `^^ColumnHeader^^`.

You can also type the field yourself. Header matching ignores capitals: `^^First^^` and `^^first^^` are the same.

![The merge field list in the ExcelSend pane](/img/exssite/exs_fieldpicker.png)
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<!-- NEEDS CAPTURE: exs_fieldpicker.png may be from the old desktop version. Replace with a screenshot of the add-in's "merge field" list. -->

## Dates, times and amounts

ExcelSend merges **the text shown in the cell**, as Excel displays it. To change how a date or amount appears in the message, change the cell's number format in Excel:

- A date cell formatted as `dd mmmm` merges as `14 October`.
- An amount formatted as currency merges as `€12.50`.

If you need a different format only in the message, add a helper column with Excel's `TEXT()` function, for example `=TEXT(C2,"dddd d mmmm")`, and merge that column.

> [!NOTE]
> Format codes inside the field, such as `^^date{d:dd MMM}^^`, belonged to the old ExcelSend desktop version. The add-in ignores them and merges the cell's displayed text.

## Special fields

| Field | What it does |
|---|---|
| `^^oo^^` | Inserts the 17-character opt-out link. Added for you by **Add 17 character opt-out link**; see [Opt-outs](/docs/sending/opt-outs/). |
{.table}

## Common problems

**"One or more of your messages contain unknown merge fields"**
A field doesn't match any header in row 1, often because of a typo or a header with a trailing space. Unmatched fields show in red. Correct the field or the header and click **Create Preview** again.

**A date merged as a number such as 46309**
The cell holds a date but is formatted as a number or General. Format the column as a date in Excel.

**Some messages cost more than others**
Merged values have different lengths, so some messages run into an extra part. Check the longest messages in the preview.

## Related

- [Write your message](/docs/sending/write-your-message/)
- [Prepare your spreadsheet](/docs/sending/prepare-your-spreadsheet/)
- [Preview and send](/docs/sending/preview-and-send/)

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Source: https://excelsend.com/docs/sending/merge-fields/