Creating a Directory with a Mail Merge from an Excel Document

Transcription

1 Creating a Directory with a Mail Merge from an Excel Document When you run a mail merge, Word pulls names, addresses, and other information directly from your Excel spreadsheet into the documents you re creating. The merge runs more smoothly if all the information you want to include is ready so, the first step is to make sure: The columns in your spreadsheet match the fields you want to use in your merge. For example, to address readers by their first name, make sure you have separate columns for first and last names. If you want to sort by city, be sure you have a separate City column. All the data you want to merge is in the spreadsheet. If you want to add more names or other information, it s best to make those changes now before you start the merge. Number formatting won t change. If your spreadsheet includes dates, times, currency values, or postal codes that begin or end in 0, see below. Make any changes or additions in your spreadsheet before you connect it to your mail merge document in Word. If you do not already have a directory template, you can search for templates on the internet. If you are doing a mail merge with zip codes: To make sure the ZIP or postal codes come through a mail merge without losing any zeros, format the ZIP or postal code column as text. 1. In your Excel spreadsheet, select the column you want to format. 2. Right-click and then click Format Cells. 3. On the Number tab, click Text.

2 To merge numbers that have formatting, such as dates, decimals, and currencies, use Dynamic Data Exchange. That way, you ll get the mail merge results you want and keep the formatting of your Excel spreadsheet. Here s how: 1. In Word, click File > Options > Advanced. 2. Scroll to the General section, and select the Confirm file format conversion on open check box. 3. Click OK. After you start your mail merge and choose the kind of merge you want to run, it s time to connect to your data list. Because Dynamic Data Exchange is turned on, you ll receive a few extra prompts. 4. In the mail merge document, click Mailings > Select Recipients > Use an Existing List. 5. Browse to your spreadsheet, and double-click it. 6. Click MS Excel Worksheets via DDE (*.xls), and then click OK. NOTE If you don't see MS Excel Worksheets via DDE (*.xls), select the Show all check box.

3 7. Click Entire Spreadsheet, and then click OK. When the data s ready, start the mail merge 1. In Word, open a new document. 2. Click Mailings > Start Mail Merge, and then click the kind of merge you want to run.

4 3. Click Select Recipients > Use an Existing List. 4. Browse to your Excel spreadsheet, and then click Open. If Word prompts you, select Sheet1$ and click OK. Now the Excel spreadsheet s connected to the mail merge document you re creating in Word. To include only some of the people or items from your spreadsheet, click Mailings > Edit Recipient List.

5 The Mail Merge Recipients box opens. Here, you can select just the rows you want to include. To make them easier to find, you can sort and filter the information. For more information about sorting and filtering items, see Sort and filter the data for a mail merge. 1. Next, you can insert mail merge fields that pull the information from your spreadsheet into your document. For example, to add a greeting line to an message or a letter, click Mailings > Greeting Line. Or add addresses from your list by clicking Mailings > Address Block. Add individual fields If you want to add a customized greeting or other information from your mailing list, you can add fields one a time. 1. Click in your document where you want to add the mail merge field. 2. Click the arrow next to Insert Merge Field, and then click the field name.

6 3. If you don t see your field name in the list, click the Insert Merge Field button. 4. Click Database Fields to see the list of fields that are in your data source. 5. Click the field you want to add. 6. Click Insert. 7. When your document s ready, click Preview Results and click the arrows to see each specific copy of the document.

7 8. To finish the merge, click Finish & Merge, and then click Print Documents or Send Messages. Use mail merge rules with Skip Record If, Next Record, or other advanced fields To control how Word merges information, you can use advance fields to set up rules. To set up a rule and an advanced field, click Mailings > Rules and click the field you want to add. Save your mail merge file for next time When you save the mail merge document, it stays connected to your mailing list. To use the mail merge document again, open it and click Yes when Word prompts you to keep that connection. Then, if you want to change which people or items you include in the merge, click Edit Recipient List to sort, filter, and select them. Adapted from:

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