Note: Excel Data Files: Word does not automatically translate percentages, currency or postal codes from a Spreadsheet to Word Mail Merge. This has not changed and will walk you through step by step. This will place the 6 step Wizard as a task pane on the right hand side of the screen. Click on the Mailings tab so the ribbon appears, click the Start Mail Merge dropdown menu and select the Step by Step Mail Merge Wizard. If you were used to the Mail Merge Wizard you still have that option. Insert the Ref field everywhere you want the bookmark text to appear.īefore you run the merge, right-click the Set field, select Edit Field, and enter the text you want in the Text box.Microsoft Word has always had two ways in which to complete a Mail Merge. Go to Insert > Quick Parts > Field, and choose Ref.Ĭhoose the bookmark name you just created, and select OK. Place your cursor wherever you will want the bookmark text to appear. Go to Mailings > Rules > Set Bookmark, and type a name, and then select OK. Place your cursor anywhere in the document. Placeholders are Ref fields the Set Bookmark rule inserts a field that isn't displayed in the document (unless you press Alt+F9 to reveal field codes). You can leave placeholders for the speaker's name throughout your document, and include a Set Bookmark rule, where you enter the speaker's name once, and it appears in all the placeholders. For example, to single out recipients in Tokyo, type Tokyo (skip this if you chose is blank or is not blank as the comparison).įor example, you're preparing invitations to a conference where the keynote speaker hasn't yet been finalized.
In the Compare to box, enter the value that you want to use. In the Comparison list choose a way of comparing the data value. For example, to single out recipients in a particular city, choose Equal to.
In the Field name list choose the merge field name, such as City. Place your cursor where you want data from the next record to appear. To achieve this, you would first sort your data source by Country/Region. You can use a Next Record If rule to prevent Word from starting a new page until it reaches recipients whose Country/Region field is not blank. The Country/Region field in your data source might be blank for the domestic travelers. In the Otherwise insert this text box, enter the text that goes in the document when the comparison criteria is not met.įor example, you want a list of domestic-travel conference attendees on one sheet of paper and international-travel attendees listed on another sheet of paper. In the Insert this text box, enter the text that goes in the document when the comparison criteria is met. In the Compare to box, enter the comparison value (skip this if you chose is blank or is not blank as the comparison). In the Comparison list choose a way of comparing the data value. In the Field name list choose the field from your data source that will determine the conditional text. Place your cursor where you want the conditional text to go. Recipients whose Country/Region field is blank might see, "You will be welcomed at the gate upon arrival," whereas all other recipients might see, "You will be welcomed at the desk near Customs." rule to personalize the message for all the recipients. The Country/Region field in your data source might be blank for domestic attendees. That response will be inserted in the bookmarks you specified, in the documents that result from the merge.įor example, you're sending out correspondence to a list of conference attendees who are traveling both domestically and internationally. You'll be prompted for a response for each recipient. Select the bookmark you just created (or type its name), and enter a prompt, like "Event date?" in the Prompt box.Īt the end of the process, when you select Finish & Merge, choose Edit Individual Documents. Place your cursor somewhere in the document, before the first bookmark you just created.
Repeat this, using the same name, in every place where you want the response to the Ask field to appear in the document. In the merge document, press Ctrl+F9 and then type a name to create a bookmark. The only thing you'll have to type is the meeting date, and you'll type it just once.
Your data source doesn't store the meeting dates, and the meeting date appears more than once in the invitation.īy placing bookmarks in your document and including an Ask field, you can run the same merge for each meeting. For example, you're sending out the same invitation for a quarterly meeting.
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