In Excel, go to Tools/Options/General and turn Word tells me it can't establish the DDE connection to Excel or Excel just won't start. Select Method (below) for additional details. Note that if you ever add records to the bottom of the list you would need to redefine the named range. If you want to use lists from other worksheets, however, then using a named range is the best method. The AutoFilter feature will automatically create a named range called _FilterDatabase. If the field names/column labels are not in Row 1 of the worksheet, either create a named range for the list or add the AutoFilter feature to the list There should be no empty columns or rows within the If there is additional information on the worksheet, there must be at least one blank row or column separating the list from the other data. There must not be a blank row between the field names and the first record. Get Data step, you will instead use Open Data Source to select the document in which you saved the data.Ī Data Source in Excel, referred to in Excel as a list, must meet the following specifications:įield names/column labels must be in the first row of the list, and field names must be unique. When using the Mail Merge Helper, instead of choosing Create Data Source in the Save this just as you would any Word document. As you add records, the table will grow, and you can sort the data on any column. Don't leave a blank row below the Heading Row if you do, you will have a blank record, and the first page, item, label, or envelope in your merge will have blanks instead of merged data. The first (heading) row of the table should contain the merge field names. In a blank document, insert a table with as many columns as you want merge fields. Moreover, you can create this data table independently before beginning the merge process. If you find it more convenient (as many users do), you can work directly with the data table by pressing the View Source button in the entry form. Note that you don't have to use the data entry form. To return to the Data Source, locate Edit Data Source Otherwise select Add New Record.Īfter all records have been entered you are ready to edit your Main Document. Once you enter the data in the last field, press again to move to a new record. Use either or to move from field to field. Word provides you with a data entry form to enter your records. Next you will be asked to set up the Main Document or to Edit the Data Source. Each row contains one record, and each column one field. Your Data Source is stored in a Word table. If more are needed, then use an alternative Data Source. No more than 63 fields can be used (Word 97 and OK and Word will ask for a file name for your Data Source file. When all fields have been specified, select Use the Move Up/Move Down Commands to alter the order. The order of the fields will become the data entry order.
You can use the fields provided and add/remove fields, or remove them all and create your own field names. Word displays a dialog box containing a default list of field names. In Step 2 of the Mail Merge Helper, select Create Data
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This is important if you want to be able to view or print data in alphabetical order by last name for a mailing list or directory but in ZIP code order when creating mailing labels or envelopes to qualify for bulk mailing rates. If you wish to use barcodes, the delivery address and postal code must be placed in separate fields Should you wish to sort by a specific piece of your information, it must be placed in a separate field. You can refer to the First name of an individual in a salutation and then use the First and Last in the inside address.įield gives you much more flexibility, because it lets you use Joe Combining information in separate fields in a merge document is easy separating information in a field is difficult.įor an example of how difficult, see: I have a "Name" column which I want to split into "FirstName", "LastName", how can I do it? For example, create a separate field for First and Last names, break the City, State, and ZIP of an address into separate fields as well.
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Used Data Sources, along with how to set up a Data Source in Word.īreak your fields down into the smallest meaningful value. This article covers specifications and frequently asked questions on the most commonly Microsoft Word supports many file formats which can be used as a Data Source forĪ mail merge.
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