You can use each field multiple times, so you can include a name or the address elsewhere within the document if you want. Once you’ve finished you should have changed from the layout on the left to the layout on the right. Click between the ending > of the first field and the starting > and > just press ‘Space’ rather than ‘Enter’!
Once you’ve inserted all the fields click ‘Close’.ġ6: We now need to split our list of fields onto separate lines. This will build up a long list of Field Names on your label (> etc). The way the Zookeeper prefers is select each field required one by one and click ‘Insert’ after each one. However for this example to keep things simple, as I’ve just mentioned, “just click ‘OK’.”ġ2: Back in the main Word screen click ‘Next: Write your letter’ġ3: Layout your invoice as you want it (sorry that’s outside the scope of these mail merge instructions’ – although our post on ‘What does my Invoice Need to Show’ may help).ġ4:Once you’re ready to start including names and addresses click on the first blank line in the label text box and select ‘More Items’.ġ5: Once the ‘Insert Merge Field’ dialog box is open, there are a couple of ways to proceed. if your original data file has too many columns or there are some names you would like to omit, you can do this here. Click the ‘Open’ button.ġ0: In the ‘Select Table’ dialog box let it use the default table (usually your filename with a $ at the end), make sure ‘First row of data contains column header’ is ticked and click ‘OK’.ġ1: In the ‘Mail Merge Recipients’ dialog box just click ‘OK’. (Don’t use the ‘Labels’ option because that’s for getting data to repeat many times on the same page).ħ: Make sure ‘Use the current document’ is selected and click ‘Next: Select recipients’Ĩ: Make sure ‘Use an existing list’ is selected and click ‘Browse’ĩ: In the ‘Select Data Source’ dialog box browse to and select the Excel file you saved in Step 2. Once you’ve done that you should have something that looks like this:ĥ: From the menu bar select ‘Tools’ then ‘Letters and Mailing’ then ‘Mail Merge’Ħ: Make sure ‘Letters’ is selected and click ‘Next: Starting document’. this is important later and the Zookeeper almost always forgets!Ĥ: Download and open one of our label templates and follow the instructions to clear out our sample text and images. The Zookeeper really likes when he wants test names and addresses it saves him having to make them up for himself! Be warned, a little technical know how is needed, so if you’re happier typing in the names for your test, just copy the ones above.Ģ: Save your Excel file with a name you can remember: namesandaddresses.xls or similar will be fine.ģ: Close your excel workbook. Make sure you use the first row for column headings create as many columns as you think you’ll need. These instructions can be helpful to merge data from an Excel spreadsheet into pretty much any document they are however even more useful for merging names and addresses into any of our integrated labels.ġ: Use Excel to create a list of names and addresses that looks something like this:
#DATA MERGE FROM EXCEL TO WORD HOW TO#
The following instructions show how to mail merge using Word and Excel 2003.
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