6/15/2021 0 Comments Merge Data In Excel
Now, what you need to do is format the text box so that the fields are arranged the way you would want the text to look on the label.Everything from envelopes and letters to name badges and table tents, data merging will eliminate the exhaustive task of typing each record by hand by pulling data from a designated Excel file.Imagine the possibilities, especially for direct mail purposes.There are three main steps involved in building a merged document.
The first and most important is your list and data within the list. You need to make sure the column headings are recognizable and properly labeled. This will allow the mapping process to go a lot smoother (Ill talk about mapping a bit later). Lets say I want to create mailing labels for a save the date postcard. The first thing I would do is create the Excel worksheet from which my Word template will pull data from. Merge Data In Excel Software You UseOpen Microsoft Excel or whichever spreadsheet software you use. This works with Google Docs spreadsheets too). Since were creating mailing labels, the data we will be merging will be first name, last name, and address. Merge Data In Excel Zip In TheLikewise type City, State and Zip in the fourth, fifth and sixth cell respectively. Now that the column headings are set, fill in the appropriate information for each of the people you are creating a label for. When finished, save your spreadsheet with a name and in a place youll be able to locate easily later (I prefer the desktop). Your excel spreadsheet should look like this (with the exception of the specific recipient information: Now that the list of recipients has been created, the second step is to create the labels template. Open Microsoft Word and click the Mailings tab at the top. Next, click the labels button located on the top left of the Mailings menu. When the Envelopes and Labels dialogue box opens, locate the Options button and click on it. The next part is where we choose the labels that were using. For this example, Ill be using Avery Shipping Labels, template 8163. So, in the Label Options dialogue box, select the appropriate Avery template number and hit OK. This brings you back to the Envelopes and Labels dialogue box. It should now display that you have selected Avery Template 8163. Click the button that says New Document. Now you should be looking at this: Above is the empty labels template with text boxes inserted that correspond exactly with the specific template you are using (in this case Avery Labels 8163). Now that the page is set up, were going to insert the fields that we want merged onto the mailing label. In order to do this, we need to tell Microsoft Word where to pull the data from. Locate and click on the Mailings tab on the top of the tool bar. Click on the Select Recipients button and select Use Existing List. This brings up a dialogue box that allows you to select your data source from a location on your computer. Locate the excel spreadsheet you just created and click the Open button. When you do this a little box pops up asking you which table you want to use within the excel file. Select Sheet1. If you had multiple worksheets in the data file you created, you would want to select the one with the data you want merged. Now that the data source has been chosen, its time to insert the merge fields based on the headings you created in the data file (Name, Address, etc.). So, locate and click on the Insert Merge Field button. Select First then repeat step 5(previous step) five more times until you have each of the fields inserted into the text box. If youll notice, you just inserted data fields into the word document wherever your cursor was placed.
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