Useful Tips

Excel and Word merge

Good afternoon, dear readers and subscribers of the blog! Today we will focus on the merger of Word and Excel documents.

Task: using the "database" of store contacts from an Excel workbook, upload to the contract drawn up in the Word program.

There is also an empty Word document. It needs to substitute data.

We use the built-in "Merge" function available in Microsoft Office.

The essence of the merge function is that headers are taken from the Excel file, and fields for filling in the Word document will be placed on them. Data will be automatically substituted after changing the viewing mode.

The data in the headers must be unique!

The method has many disadvantages (in comparison with macros), but for everyday and quick use it will work fine.

  • create an empty document
  • go to the "Newsletters" tab,
  • in the block block "Start Merge" click the button "Start Merge",
  • select the item "Plain Word Document".

At first, nothing will change, because now it’s worth pointing out where to get information. In the same block of buttons, press the “Select Recipients” button and select “Use an existing list”.

Next, a window for selecting the source file will appear. Specify the path to the store data file. Click on the file and click “Open”.

In the window that appears, you need to confirm the source (where the data will be loaded from), for example, it will be List1. Be sure to have a daw "The first row contains the column headings."

Click "OK" and ... nothing changes. In addition to one detail, actions in the button block “Composing a document and inserting fields become active”. We need him.

Fold out the first three buttons - in our case they will not be needed and print a small text where the data headers from the Excel workbook will be mentioned. This will allow you to add “Merge Fields” in the future.

Let's make our data “pulled” into the document. We click on the button “Insert merge field” and we see that all the table headers are merge fields, in another language - they can be loaded in the place of the document where they were placed by the user.

The most important thing is to look where the cursor is currently installed, since it is in this part of the text that the merge field will be added.

Set the cursor in the heading, after the symbol "No.", then select "Contract" from the list "Insert merge field".

The word “Contract” appears in quotation marks. Strange, but no :) Now you need to click the "View Results" button. The picture will be different. After the contract number, his number for the Brook store was uploaded - 152.

Fill in all the fields - click after the word “Shop” and select the item “Shop”, after the word “supplier” and select the field “Counterparty”, after “amount” select the item “Amount”, after “No.” “Contract”, after “from " "Date".

Press the button “View Results” again.

Data uploaded. How to change them? There is an arrow next to the "View Results" button. By clicking on it you can see how the data changes.

This is how you can quickly load data from Excel to Word. In the following lessons we will do a similar action - only using VBA.

You might be interested in a lesson - Import SQL data into Excel.

Preparing an Excel 2016 Data Source for Merge in Word

From the Excel spreadsheet on the form.here is a window with a Microsoft Office message here. Go through this. If you add characters, numbers to avoid this, format the data import. Next, on the tab you should import the data list. Right-click again the word “Name”, opposite those people actions. This blank blank - in the form of blank

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Step 1. Setting up the data source in Excel

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Step 2. Preparing the data source

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Tips for Using Intermediate Merge

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Tool application

Imagine the situation. You are the head of the personnel department, in which the approved draft labor contract is approved. Each employee, including the general director, signs the same document every year, which each time differs only in the details that are individually inherent to each person - name, position, salary, home address, etc.

Or a situation - when you need to send the same letter to a bunch of recipients - New Year's greetings, an invitation to a charity concert, a notification - for example, marketers are often forced to rivet such letters with envelopes to their customers.

How is it usually done? Either you make the necessary changes each time before printing to the installed template, or create a separate document for each employee (addressee) in which you only adjust the date of signing.

In any case, you work with each recipient. This is time consuming and a routine that can easily be shortened.

What is necessary

First of all, we need:

  • Word document template
  • List of addressees with their characteristics (addresses, gender, treatment.)

For example, I have a simple little letter:

Gray blocks marked for each recipient are marked. As you can see, you need to prepare an appeal (Dear / Dear), the necessary fields in the genitive case (Ivanov). Accordingly, for each such block I prepare a tablet in Excel:

Merger - that’s what this tool is called. To do this, open our template in Word and click on the "Mailings" tab - "Start Mail Merge" - "Step-by-Step Mail Merge Wizard".

Next, a panel will appear on the right, where you need to select the desired option step by step.

  1. Select a document type. I chose "Letters"
  2. Opening a document. I have already opened, therefore, "Current Document".
  3. Recipient selection. I have a ready-made list, so use List and Browse. I select my file there.
  4. Create a letter. I have to enter a lot of blocks, so I choose the right place in the letter one by one and through the "Other elements" I insert the element I need.
  5. View emails. Here you can scroll through your entries, i.e. View all documents by clicking on the corresponding arrows.
  6. The completion of the merger. There are two options here - “Print” - you can print ready-made documents, at the same time choosing only those who are needed. And another option is “Change part of letters” - here each document is formed one after another. This is necessary in order to make some rare changes that are simply impractical to stick into the table. At the same time, you can also choose which letters will be uploaded to you in Word, and which are not needed.

Save the document. Then at the opening they will ask you

You answer “Yes” and you can view the template with current addresses directly on the panel, you will no longer have to merge.

The obvious plus of this tool is no routine. Preparation of the document will be limited to opening, selecting recipients and printing (sending).

I usually do a quick tutorial for Youtube, but this tool is already covered in my free hourly video course "Top 10 Excel Tools". All my subscribers have received it, but if you do not have it, you can receive it by entering your contacts in the field on the right and after a confirmation letter (where you need to click on the link) you will receive an email with a link to the video course. There, at the same time, you will get acquainted with 9 more tools that are of great benefit to all Excel users.

P.S.Do you like the article? Subscribe to the newsletter on the right side of the page (Free Course "Top 10 Excel Tools") and stay up to date with new events.

Bulk mail (merge) using Excel and Word: 7 comments

And how to attach a file to each letter?

Honestly, not sure if this is possible.

“And how to attach a file to each letter?”
Through merging, this is not possible. You can only without using Word. There are mail dispatchers in Excel that are configured as needed. Through them, you can attach files, and personalize the contents of the letter through formulas, and send letters with one click to 1000 recipients. In the search engine, type "Macro sending letters from Excel through Outlook" and you will find.

Great article, thanks! I did everything according to your instructions - it worked! One question: how to configure the display of dates in the format DD.MM.YYYY? (By default, they appear as MM / DD / YYYY)

"How to configure the display of dates in the format DD.MM.YYYY?"
In the Excel source, the date must be stored as text. For example, create an additional column with the formula = Text (A2, "dd.mm.yyyy") and in Word refer to this column.

I have several emails in Outlook, how to choose the desired departure mail?