[NFB-Arkansas] mail merge information
Brian Mackey
bmackey88 at gmail.com
Sat Jul 30 20:35:45 UTC 2022
https://support.office.com/en-ca/article/Use-mail-merge-to-create-and-print-
letters-and-other-documents-f488ed5b-b849-4c11-9cff-932c49474705
Setup the main document
1. Start Word.
A blank document opens by default. Leave it open. If you close it, the
commands in the next step are not available.
2. On the Mailings tab, in the Start Mail Merge group, click Start Mail
Merge.
3. Click Letters.
You can also use mail merge to create:
* A catalog or directory The same kind of information, such as name
and description, is shown for each item, but the name and description in
each item is unique. Click Directory to create this type of document.
* A set of envelopes The return address is the same on all the
envelopes, but the destination address is unique on each one. For more
information, see Create and print envelopes for a mass mailing
<https://support.office.com/en-ca/article/Create-and-print-envelopes-for-a-m
ass-mailing-cbe8f512-5b2a-4be0-af39-b462cc40c73a> .
* A set of mailing labels Each label shows a person's name and
address, but the name and address on each label is unique. For more
information, see Create and print labels for a mass mailing
<https://support.office.com/en-ca/article/Create-and-print-labels-for-a-mass
-mailing-8037dba1-7e3a-40af-8cc0-f25ee4130241> .
* A set of e-mail messages The basic content is the same in all
the messages, but each message goes to the individual recipient and each
message contains information that is specific to that recipient, such as the
recipient's name or some other piece of information. For more information,
see Use mail merge to send personalized e-mail messages to your e-mail
address list
<https://support.office.com/en-ca/article/Use-mail-merge-to-send-personalize
d-email-messages-to-your-email-address-list-c49e5cfc-53f9-4ec8-9bd9-1f8f3648
f1b7> .
Resume a mail merge
If you need to stop working on a mail merge, you can save the main document
and resume the merge later. Microsoft Office Word retains the data source
and field information.
1. When you're ready to resume the merge, open the document.
Word displays a message that asks you to confirm whether you want to open
the document, which will run a SQL command.
2. Because this document is connected to a data source and you want to
retrieve the data, click Yes. If you were opening a document that you did
not realize was connected to a data source, you could click No to prevent
potentially malicious access to data.
The text of the document, along with any fields that you inserted, appears.
3. Click the Mailings tab, and resume your work.
Connect the document to a data source
To merge information into your main document, you must connect the document
to a data source, or a data file. If you don't already have a data file, you
can create one during the mail merge process.
Important If you use an existing list, make sure that it contains the
information that you want to use, including all the columns and the rows.
You can make some changes during the merge, but you can't open your data
source separately during the merge. The merge process is easier if your data
source is ready before you connect to it.
Choose a data file
1. On the Mailings tab, in the Start Mail Merge group, click Select
Recipients.
2. Do one of the following:
* Use Outlook Contacts If you want to use your Contacts list in
Microsoft Outlook, click Select from Outlook Contacts.
Important For more information about using the Contacts list, see Tips for
working with Microsoft Outlook Contacts list
<https://support.office.com/en-ca/article/Use-mail-merge-to-create-and-print
-letters-and-other-documents-f488ed5b-b849-4c11-9cff-932c49474705#__tips_for
_working> .
* Use an existing data source file If you have a Microsoft Excel
worksheet, a Microsoft Access database, or another type of data file, click
Use Existing List, and then locate the file in the Select Data Source dialog
box.
For Excel, you can select data from any worksheet or named range within a
workbook. For Access, you can select data from any table or query that is
defined in the database.
Important For tips on formatting the data in your Excel worksheet for mail
merge, see Tips for formatting data in Excel
<https://support.office.com/en-ca/article/Use-mail-merge-to-create-and-print
-letters-and-other-documents-f488ed5b-b849-4c11-9cff-932c49474705#__tips_for
_formatting> .
For another type of data file, select the file in the Select Data Source
dialog box. If the file is not listed, select the appropriate file type or
select All Files in the Files of type box. In a mail merge, you can use the
following types of data files:
* Files from single-tier, file-based database programs for which you
have installed an OLE DB provider or ODBC driver (a number of which are
included with Microsoft Office 2010).
* An HTML file that has a single table. The first row of the table
must contain column names, and the other rows must contain data.
* A Microsoft Word document. The document should contain a single
table. The first row of the table must contain headings, and the other rows
must contain the records that you want to merge.
* Any text file that has data fields separated (or delimited) by tab
characters, or commas and data records separated by paragraph marks.
* Create a new data file in Word If you don't have a data file yet,
click Type New List, and then use the form that opens to create your list.
The list is saved as a database (.mdb) file that you can reuse. For more
information, see Type a new list
<https://support.office.com/en-ca/article/Use-mail-merge-to-create-and-print
-letters-and-other-documents-f488ed5b-b849-4c11-9cff-932c49474705#__type_a_n
ew> .
Note If you installed Microsoft Office 2010 (instead of installing Word
2010 by itself), you can also use Microsoft Query to construct a query and
retrieve the data you want from an external data source.
If you are ready to continue, go to the next step
<https://support.office.com/en-ca/article/Use-mail-merge-to-create-and-print
-letters-and-other-documents-f488ed5b-b849-4c11-9cff-932c49474705#bm2> .
If you need more information, read on.
Tips for working with Microsoft Office Outlook Contacts list
Connecting to your Outlook Contacts folder is usually a straightforward
process, but sometimes you may encounter a problem. Here are solutions to
common problems that you may encounter:
I can't find my Outlook Contacts folder
You may need to turn on the Show this folder as an e-mail Address Book
property in Outlook, or you may need to change your Outlook user profile.
Turn on the Show this folder as an e-mail Address Book property
1. In Microsoft Outlook, click Contacts.
2. Right-click the Contacts folder that contains the information that
you want to use for a mail merge, and then click Properties on the shortcut
menu.
3. On the Outlook Address Book tab, make sure that the Show this folder
as an e-mail Address Book check box is selected, and then click OK.
Change your Outlook user profile
An Outlook user profile is a group of e-mail accounts and address books.
Usually, you need only one profile - but if you share your computer with
other people or use different address books for different purposes, you can
set up more than one profile. If, when you start your mail merge, you're
using a profile that doesn't include the Contacts folder that you want to
use, that folder won't be available.
To switch to a different user profile, restart Outlook. When you're prompted
for a profile, choose the profile that includes the Contacts folder that you
want to use in the mail merge.
If you aren't prompted for a profile and you know that you have more than
one, you may want to set up Outlook so that it prompts you. To do this:
1. Exit Outlook.
2. In Control Panel, click User Accounts, and then click Mail.
3. Click Show Profiles.
4. To be prompted to select a profile each time you start Outlook,
click Prompt for a profile to be used, and then click OK.
I get error messages about mail clients and tables
If you try to connect to your Contacts folder during a mail merge in Word,
and Outlook is not set up as your default e-mail program in Windows Internet
Explorer, you will get an error message that says:
"Either there is no default mail client or the current mail client cannot
fulfill the messaging request. Please run Microsoft Office Outlook, and set
it as the default mail client."
To avoid getting this message during a mail merge, do the following:
1. Click the File tab.
2. Click Options.
3. Under Start up Options, select the Make Outlook the default program
for E-mail, Contacts, and Calendar, and then click OK.
Start Word again, open your mail merge document, and connect to your Outlook
Contacts folder.
I can't connect to an Outlook Contacts folder in Public Folders
If you start a mail merge in Word and try to connect to an Outlook Contacts
folder in Public Folders, you get an error message that says:
"The operation cannot be completed because of dialog or database engine
failures. Please try again later."
If you try again later, you get the same error message.
To use a Public Folders Contacts folder as the data file for your mail
merge, you have to start the mail merge from within Outlook.
Tips for formatting data in Excel
If your data file is an Excel worksheet that includes percentages, currency
values, or postal codes, you can preserve the numeric formatting of the data
by using Dynamic Data Exchange to connect to the Excel worksheet from Word.
For example, you can make sure a five-digit postal code of 07865 from your
data file is not displayed as the number 7865 (without the leading zero).
Before you connect to the worksheet, do the following in Word:
1. Click the File tab.
2. Click Options.
3. Click Advanced.
4. Scroll to the General section, and select the Confirm file format
conversion on open check box.
5. Click OK.
6. With the mail merge main document open, in the Start Mail Merge
group on the Mailings tab, click Select Recipients, and then click Use
Existing List.
7. Locate the Excel worksheet in the Select Data Source dialog box, and
double-click it.
8. In the Confirm Data Source dialog box, click MS Excel Worksheets via
DDE (*.xls), and then click OK. If you don't see MS Excel Worksheets via DDE
(*.xls), select the Show all check box.
9. In the Microsoft Excel dialog box, for Named or cell range, select
the cell range or worksheet that contains the information that you want to
merge, and then click OK.
Note To prevent being prompted every time you open a data file, you can
clear the Confirm conversion at Open check box after you connect to the
worksheet.
Type a new list
1. In the New Address List dialog box, type the information for the
first address, or record, that you want to include in your mail merge.
If you want to add or remove columns, click Customize Columns, and then make
the changes that you want.
2. After you type all the information for your first record, click New
Entry, and then type the information for the next record. Continue until you
have typed information for all the records that you want to include.
3. When your new list is complete, click OK.
4. In the Save Address List dialog box, type a name for your new list,
and then click Save.
Refine the list of recipients or items
When you connect to a certain data file, you might not want to merge
information from all the records (or rows) in that data file into your main
document.
If you plan to use your entire list, you can skip ahead to the next step
<https://support.office.com/en-ca/article/Use-mail-merge-to-create-and-print
-letters-and-other-documents-f488ed5b-b849-4c11-9cff-932c49474705#bm4> .
To narrow the list of recipients or use a subset of the items in your data
file, do the following:
1. On the Mailings tab, in the Start Mail Merge group, click Edit
Recipient List.
2. In the Mail Merge Recipients dialog box, do any of the following:
* Select individual records This method is most useful if your list
is short. Select the check boxes next to the recipients you want to include,
and clear the check boxes next to the recipients you want to exclude.
If you know that you want to include only a few records in your merge, you
can clear the check box in the header row and then select only those records
that you want. Similarly, if you want to include most of the list, select
the check box in the header row, and then clear the check boxes for the
records that you don't want to include.
* Sort records Click the column heading of the item that you want
to sort by. The list sorts in ascending alphabetical order (from A to Z).
Click the column heading again to sort the list in descending alphabetical
order (Z to A).
If you want more complex sorting, click Sort under Refine recipient list and
choose your sorting preferences on the Sort Records tab in the Filter and
Sort dialog box. For example, you can use this type of sorting if you want
recipient addresses to be alphabetized by last name within each postal code
and the postal codes listed in numerical order.
* Filter records This is useful if the list contains records that
you know you don't want to see or include in the merge. After you filter the
list, you can select or clear the check boxes to include or exclude records.
To filter records, do the following:
i. Under Refine recipient list, click Filter.
ii. On the Filter Records tab in the Filter and Sort dialog box, choose
the criteria that you want to use for the filter.
For example, to generate letters only for addresses that list Australia as
the country/region, you click Country or Region in the Field list, click
Equal to in the Comparison list, and then type or select Australia in the
Compare to list.
iii. To refine the filter further, click And or Or and choose more
criteria.
For example, to generate letters only for businesses in Munich, you filter
on records whose City field contains Munich and whose Company Name field is
not blank. If you use Or instead of And in this filter, your mail merge
includes all Munich addresses as well as all addresses that include a
company name, regardless of city.
* Add recipients To add recipients to the list, do the following:
i. Under Data source, click the name of your data file.
ii. Click Edit.
iii. In the Edit Data Source dialog box, click New Entry, and then type
the information for that recipient.
Tip Depending on the type of data source that you use, some processes
might not be available. If possible, make sure that your data file is
complete before you connect it to your main document.
* Find recipients
You can find a specific recipient or group of recipients that share a common
attribute. To identify an individual or group of individuals that share
common attributes (such as a last name, postal code, or birth month), you
can search the list.
i. In the Mail Merge Recipients dialog box, click Find recipient.
ii. In the Find Entry dialog box, enter the attribute that you want to
find in the Findtext box, specify the field or fields that you want to
search, and then click Find Next.
Note If you have installed address validation software, you can click
Validate addresses in the Mail Merge Recipients dialog box to validate your
recipients' addresses.
Add placeholders, called mail merge fields, to the document
After you connect your main document to a data file, you are ready to type
the text of the document and add placeholders that indicate where the unique
information will appear in each copy of the document.
If you are familiar with how mail merge fields work, you can skip ahead to
mapping and merging
<https://support.office.com/en-ca/article/Use-mail-merge-to-create-and-print
-letters-and-other-documents-f488ed5b-b849-4c11-9cff-932c49474705#bm4_2> .
If you want to learn more about how mail merge fields work, read on.
About mail merge fields
The placeholders, such as address and greeting, are called mail merge
fields. Fields in Word correspond to the column headings in the data file
that you select.
1. Columns in a data file represent categories of information. Fields that
you add to the main document are placeholders for these categories.
2. Rows in a data file represent records of information. Word generates a
copy of the main document for each record when you perform a mail merge.
By putting a field in your main document, you indicate that you want a
certain category of information, such as name or address, to appear in that
location.
Note When you insert a mail merge field into the main document, the field
name is always surrounded by chevrons (< >). These chevrons do not show up
in the merged documents. They just help you distinguish the fields in the
main document from the regular text.
What happens when you merge
When you merge, information from the first row in the data file replaces the
fields in your main document to create the first merged document.
Information from the second row in the data file replaces the fields to
create the second merged document, and so on.
Working with fields: Examples
You can add any column heading from your data file to the main document as a
field. This gives you flexibility when you design form letters and other
merged documents.
For example, suppose you are creating a letter to notify local businesses
that they have been selected for inclusion in your annual city guide. If
your data file contains a Company column with the name of each business that
you want to contact, you can insert the <Company> field instead of typing
the name of each individual company.
You can combine fields and separate them by punctuation marks. For example,
to create an address, you can set up the fields in your main document like
this:
<First Name> <Last Name>
<Street Address>
<City>, <State> <Postal code>
For things that you use frequently, like address blocks and greeting lines,
Word provides composite fields that group a number of fields together. For
example:
* The Address Block field is a combination of several fields,
including first name, last name, street address, city, and postal code.
* The Greeting Line field can include one or more name fields,
depending on your chosen salutation.
You can customize the content in each of these composite fields. For
example, in the address, you may want to select a formal name format (Mr.
Joshua Randall Jr.); in the greeting, you may want to use "To" instead of
"Dear."
Map mail merge fields to your data file
To make sure that Word can find a column in your data file that corresponds
to every address or greeting element, you may need to map the mail merge
fields in Word to the columns in your data file.
To map the fields, click Match Fields in the Write & Insert Fields group of
the Mailings tab.
The Match Fields dialog box opens.
The elements of an address and greeting are listed on the left. Column
headings from your data file are listed on the right.
Word searches for the column that matches each element. In the illustration,
Word automatically matched the data file's Title column to Courtesy Title.
But Word was unable to match other elements. From this data file, for
example, Word can't match Middle Name.
In the list on the right, you can select the column from your data file that
matches the element on the left. It is okay that Unique Identifier isn't
matched. Your mail merge document doesn't need to use every field. If you
add a field that does not contain data from your data file, it will appear
in the merged document as an empty placeholder - usually a blank line or a
hidden field.
Type the content and add the placeholders, or fields
1. In the main document, type any content that you want to appear on
every copy of the document.
To add a picture, such as a logo, click Picture in the Illustrations group
on the Insert tab.
2. Click where you want to insert the field.
3. Use the Write & Insert Fields group on the Mailings tab.
4. Add any of the following:
Address block with name, address, and other information
a. Click Address block.
b. In the Insert Address Block dialog box, select the address elements
that you want to include and the formats that you want, and then click OK.
c. If the Match Fields dialog box appears, Word may have been unable to
find some of the information that it needs for the address block. Click the
arrow next to (not matched), and then select the field from your data source
that corresponds to the field that is required for the mail merge.
Greeting line
d. Click Greeting line.
e. Select the greeting line format, which includes the salutation, name
format, and following punctuation.
f. Select the text that you want to appear in cases where Microsoft
Word can't interpret the recipient's name, for example, when the data source
contains no first or last name for a recipient, but only a company name.
g. Click OK.
h. If the Match Fields dialog box appears, Word may have been unable to
find some of the information that it needs for the greeting line. Click the
arrow next to (not matched), and then select the field from your data source
that corresponds to the field that is required for the mail merge.
Individual fields
You can insert information from individual fields, such as first name,
telephone number, or the amount of a contribution from a list of donors. To
quickly add a field from your data file to the main document, click the
arrow next to Insert Merge Field, and then click the field name.
For more options with inserting individual fields in the document, do the
following:
i. On the Mailings tab, in the Write & Insert Fields group, click
Insert Merge Field.
j. In the Insert Merge Field dialog box, do one of the following:
* To select address fields that will automatically correspond to
fields in your data source, even if the data source's fields don't have the
same name as your fields, click Address Fields.
* To select fields that always take data directly from a column in
your data file, click Database Fields.
k. In the Fields box, click the field you want.
l. Click Insert, and then click Close.
m. If the Match Fields dialog box appears, Microsoft Word may have been
unable to find some of the information it needs to insert the field. Click
the arrow next to (not matched), and then select the field from your data
source that corresponds to the field that is required for the mail merge.
Note If you insert a field from the Database Fields list and then later
switch to a data source that doesn't have a column with the same name, Word
won't be able to insert that field information into the merged document.
Custom fields from Outlook contacts
The only way to include custom contact fields in your main document is to
start the mail merge from within Outlook. First, set up a view of your
contacts with the fields that you want to use in the merge. Then, start the
mail merge. After you choose the settings that you want, Word will
automatically open, and you can complete the merge.
Set up a view of your contacts that includes custom fields
1. In Outlook Contacts, on the View tab, click Change View, and then
click List.
2. Right-click a column heading, and then click Field Chooser on the
shortcut menu.
3. In the drop-down list at the top of the Field Chooser dialog box,
select User-defined fields in folder.
4. Drag the field that you to add from the dialog box to the column
headings. A little red arrow helps you place the field in the location that
you want.
Note You can add a new field in the Field Chooser dialog box by clicking
New at the bottom.
5. After you add all of your custom fields to the view, close the Field
Chooser dialog box.
6. To remove a field that you do not want included in the mail merge,
click the field name in the column heading in List view, and drag it off the
column heading.
Run mail merge from Outlook
7. In Outlook Contacts, select individual contacts by pressing SHIFT
and clicking to select a range or by pressing CTRL and clicking to select
individuals. If you want to include all the contacts currently visible in
the view, do not click on any contacts.
8. On the Home tab, click Mail Merge.
9. If you selected individual contacts to include in the mail merge,
click Only selected contacts. If you want to include all the contacts that
are currently visible in the view, click All contacts in current view.
10. If you configured the List view so that it displays exactly the
fields that you want to use in the mail merge, click Contact fields in
current view. Otherwise, click All contact fields to make all of the contact
fields available in the mail merge.
11. If you want to generate a new main document for the merge, click New
document. Otherwise, click Existing document, and click Browse to locate the
document to use as the main document.
12. If you want to save the contacts and fields that you have selected,
so that they can be reused, select the Permanent file check box, and then
click Browse to save the file. The data is saved in a Word document as
comma-delimited data.
13. Select any merge options you want:
* Form Letters Prepare a batch of letters for a mass mailing.
* Mailing Labels Set up address labels for a mass mailing.
* Envelopes Set up envelopes for a mass mailing.
* Catalog Create a single document that contains a catalog or
address list.
* New Document Generate merged documents, which you can edit
individually in Word.
* Printer Send merged documents directly to the default printer.
* E-mail Generate merged documents designed to be e-mail messages.
When you are ready to complete the merge in Word, on the Mailings tab in the
Finish group, click Finish & Merge, and then click Send E-mail Messages. The
Subject line is filled with the text you typed in the Mail Merge Contacts
dialog box in Outlook.
14. Click OK. When the document opens in Word, on the Mailings tab, in
the Write & Insert Fields group, click the arrow next to Insert Merge Field,
and then click the fields that you want to add the document.
Note
* You can't type merge field characters (<< >>) manually or use the
Symbol command on the Insert menu. You must use mail merge.
* If the merge fields appear inside braces, such as { MERGEFIELD City
}, then Microsoft Word is displaying field codes instead of field results.
This doesn't affect the merge, but if you want to display the results
instead, right-click the field code, and then click Toggle Field Codes on
the shortcut menu.
Format the merged data
Database and spreadsheet programs, such as Microsoft Access and Microsoft
Excel, store the information that you type in cells as raw data. Formatting
that you apply in Access or Excel, such as fonts and colors, isn't stored
with the raw data. When you merge information from a data file into a Word
document, you are merging the raw data without the applied formatting.
Add formatting
1. Select the mail merge field. Make sure that the selection includes
the chevrons (< >) that surround the field.
2. On the Home tab, in the Font group, apply the formatting that you
want. Or click the Font Dialog Box launcher for more options.
Preview, complete the merge, change individual documents, and print
After you add fields to your main document, you are ready to preview the
merge results. When you are satisfied with the preview, you can complete the
merge.
Preview the merge
You can preview your merged documents and make changes before you actually
complete the merge.
To preview, do any of the following in the Preview Results group of the
Mailings tab:
* Click Preview Results.
* Page through each merged document by using the Next Record and
Previous Record buttons in the Preview Results group.
* Preview a specific document by clicking Find Recipient.
Note Click Edit Recipient List in the Start Mail Merge group on the
Mailings tab to open the Mail Merge Recipients dialog box, where you can
filter the list or clear recipients if you see records that you don't want
to include.
Complete the merge
You can print the merged documents or modify them individually. You can
print or change all or just a subset of the documents.
If you want to print a subset of the documents, you can specify the set by a
range of record numbers. If you want to print pages instead of specifying
record numbers, follow the instructions in the Change individual copies of
the document
<https://support.office.com/en-ca/article/Use-mail-merge-to-create-and-print
-letters-and-other-documents-f488ed5b-b849-4c11-9cff-932c49474705#bm5_1>
section.
Print the merged documents
1. On the Mailings tab, in the Finish group, click Finish & Merge, and
then click Print Documents.
2. Choose whether to print the whole set of documents, only the copy
that's currently visible, or a subset of the set, which you specify by
record number.
Change individual copies of the document
1. On the Mailings tab, in the Finish group, click Finish & Merge, and
then click Edit Individual Documents.
2. Choose whether you want to edit the whole set of documents, only the
copy that's currently visible, or a subset of the set, which you specify by
record number. Word compiles the copies that you want to edit into a single
file, with a page break between each copy of the document.
After you finish editing the new file of documents, you can print the
documents by clicking the File tab, clicking Print, and then clicking the
Print button.
Save the main document
Remember that merged documents that you save are separate from the main
document. It's a good idea to save the main document itself if you plan to
use it for another mail merge.
When you save the main document, you also save its connection to the data
file. The next time that you open the main document, you are prompted to
choose whether you want the information from the data file to be merged
again into the main document.
* If you click Yes, the document opens with information from the first
record merged in.
* If you click No, the connection between the main document and the
data file is broken. The main document becomes a standard Word document.
Fields are replaced with the unique information from the first record.
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