6/20/2023 0 Comments Data merge word and excelThe Mail Merge pane appears on the right, ready to walk you through the mail merge. To begin the mail merge process, you first need to choose what sort of document you want to create. For example, FirstName, LastName, and Address are header rows. The first row of the table is the header row and contains the field names for the data source. Word can automatically insert all the appropriate greeting text, title, and name fields at once, so you don’t have to insert the text and required merge fields yourself.ĭata source information is stored in a table. Word can automatically insert all the appropriate address fields at once, so you don’t have to insert the five or six merge fields yourself.Ī group of merge fields that make up the greeting line of a mail merge document, such as “Dear Mr. For example, a single address is made up of a name, street address, city, state, and zip code. An example would be: Dear «FirstName».Ī group of merge fields that make up an address in a mail merge document. Merge fields appear with chevrons (« ») around them. For example, a single record would include a person’s first and last names, address, phone number, and date of birth.Ī merge field is where you want to insert the information from a data source into a main document. For example, the field «LastName» would only contain people’s last names.Ī record is an entire set of data fields that relate to a single thing or person. Excel spreadsheets, Access databases, or Word document tables are good examples of data sources.Ī data category that stores a specific piece of information. For example, it has records containing the names and addresses of the people a mail merge letter is sent to. The starting document contains the field names for the variable information, like the names and addresses that will be inserted.Ī file that contains the information to be inserted into the main document during a mail merge. On the Home tab, in the Number group, choose the Number Format (General) box down arrow, and then choose an option in the list.(Main Document) A document that contains the information that is the same for each merged document. To preserve numeric data you've formatted as a percentage or as currency during a mail merge, follow the instructions in the "Step 2: Use Dynamic Data Exchange (DDE) for a mail merge" section. When done, save your data source with a new file name.įormat any numerical data like percentages or currency values in any new or existing data source in Excel that you intend to use in a Word mail merge. Mail merge - A free, 10 minute, video training Use mail merge to create and send bulk mail, labels, and envelopes In your mail merge document, you add the symbols before or after the merge fields like this: If you include the symbols, the numbers make more sense. Under General, select the Confirm file format conversion on open check box. For example, here's how the currency and percentage values look if you omit symbols. Open Word, choose File > Options > Advanced. Make sure you add the appropriate symbol before or after a merge field. Go to Home, and in the Number group, select the Number Format box down arrow, and then choose an option in the list (such as Text). Leading zeros-for example, 00399-in codes are dropped during a mail merge if they're not formatted as text.Ĭhoose the column that contains the ZIP Codes, postal codes, or other data to be formatted. If not done when imported, format it now. ZIP Codes or postal codes needs to be formatted as text to preserve the data during a mail merge. Format a column of percentages as text if you want to avoid that multiplication factor. If you choose percentage as a category, be aware that the percentage format will multiply the cell value by 100. You may need to check the Show All box in the. If you need that option set for some other reason, make sure that you use the OLE DB Database Files method of connecting to the data source. Format a column with numbers, for example, to match a specific category such as currency. If in Word, under File>Options>Advanced>General, you have a check mark in the box for 'Confirm file format conversion on open', try removing that check mark. In your Excel data source that you'll use for a mailing list in a Word mail merge, make sure you format columns of numeric data correctly. Save your spreadsheet with a new file name. Data is imported beginning with the named cell address. Caution: The cell address in the Import Data dialog box shows the currently selected cell.
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