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Microsoft office 2010 mail merge add last name field free download |
Set the rules for a mail merge
Column names in your spreadsheet match the field names you want to insert in your mail merge. For example, to address readers by their приведу ссылку name in your document, you'll need separate columns for first and last names. Cree entries with percentages, currencies, and postal codes are correctly formatted in the spreadsheet so that Word can properly read their values. Changes or additions to your spreadsheet are completed before it's connected to your mail merge document in Word.
You can import information from your Excel spreadsheet by importing information from a comma-separated value. For more information, see Prepare your Excel data source for mail merge in Word. Connect to your data source. For more info, see Data sources you can use for a mail merge. In Mail Merge Recipientsclear the check box next to the name of any person who you don't want to receive your mailing. Note: You also can sort or filter the list to make it easier dpwnload find names and addresses. For more info, see Sort the data for a mail merge or Filter the data for a mail merge.
You can insert one or more mail merge fields that pull the information from mictosoft spreadsheet into your document. To insert merge fields on an envelope, label, email message, or letter. For more info, see Insert Microsoft office 2010 mail merge add last name field free download Block. For more info, see Insert Greeting Line. To add other merge fields, like invoice numbers, читать больше Insert mail merge fields.
After you insert the merge fields you want, preview the results to confirm that the content is okay. Choose Next or Previous to move through records in your data source and view how they appear in the document. When you save the mail merge document, it stays connected to your data source. You can reuse the mail merge document for your next bulk mailing. Open the mail посмотреть больше document and choose Yes when Word prompts you to keep the connection.
Use mail merge to create and send bulk mail, merbe, and envelopes. Mail merge - A free, 10 minute, video training. Discover more Word training at LinkedIn Learning. For more info, see Mail merge: Edit recipients.
For more info on fere and filtering, see Sort the data for a mail merge or Filter the data for a mail merge. Here are some tips to microsoft office 2010 mail merge add last name field free download your Excel spreadsheet for a mail merge. Make sure: Column names in your spreadsheet match the field names you want to insert in your mail merge.
All data to be merged is present in the first sheet of your spreadsheet. The Excel spreadsheet to be used in the mail merge is stored on your microsoft office 2010 mail merge add last name field free download machine. Notes: You can import information from your Excel spreadsheet by importing information from a comma-separated value.
Choose OK. Use mail merge to create and send bulk mail, labels, and envelopes Mail merge - A free, 10 minute, video training Discover more Word training at LinkedIn Learning. Connect and edit the mailing list Connect to your data source. Choose Edit Recipient List. Select OK. Add the field offkce want. Repeat steps 1 and 2 as needed. Need здесь help? Get support. Expand your Office skills. Was this information helpful? Yes No. Any other feedback? The more you tell us, the more we can help.
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Microsoft office 2010 mail merge add last name field free download.Insert mail merge fields
Prepare your publication. Create the merged publication. Cancel a merge. The first thing to do is choose if you are creating a mail merge for printing or an email merge for online distribution. To perform a mail merge, you'll need to open a new or existing publication and then connect to a data source a file containing the unique information that you want to include.
A data file may contain a list of names and addresses, product data, or pictures. The data file can be in a variety of formats, including:. You can connect to an existing list or data source, or you can create a new recipient list. If you want to use only certain entries in your list, you can filter your list by a specific criterion. You can also sort the items in alphabetical order. Note: If you want to merge pictures into your publication pages, your data source must include either file names or paths for the picture files that you want to merge.
Don't include the actual pictures or images in your data source. By default, Publisher stores data sources in the My Data Sources folder. You may need to browse to locate your data source. In the Select Data Source dialog box, click the data source that you want, and click Open. Depending on the type of data source that you select, other dialog boxes may appear requesting specific information.
For example, if your data source is an Excel workbook with info on multiple worksheets, you'll need to select the worksheet containing the info you want.
If you're prompted to choose a mail profile, click the profile that you want, and then click OK. In the Select Contacts dialog box, click the contact list that you want, and then click OK. All of the contacts in the folder appear in the Mail Merge Recipients dialog box, where you can filter and sort the list of recipients to include in the merge.
In the New Address List dialog box, type the info for the first entry in the fields relevant for your mailing. Note: To change the default columns, click Customize Columns and add, delete, rename, and reorder the columns in the list. Repeat step 2 and step 3 until you have finished adding entries, and then click OK. In the Save Address List dialog box, type a name for the address list in the File name box, and save it. It's best to keep the address list here because this is also the default folder where Publisher looks for data sources.
All of the contacts in your new list appear in the Mail Merge Recipients dialog box, where you can filter and sort the list of recipients to include in the merge. In the Mail Merge Recipients dialog box, you can select the recipients that you want to include in the merge. Before you proceed with the Mail Merge Wizard, make sure that your Excel worksheet is well structured for this purpose. Note the following requirements for the data table:. Each row should provide information about a particular item.
For example, in a mailing list, each row might include information about a particular recipient. Create your Excel data file, and then arrange it by using the fields that you want to use for your letter, as shown in the following sample data file. After you create your Excel data file, save it, and then close the data file. For more information about how to create a mail-merge address list, click the following article number to view the article in the Microsoft Knowledge Base:.
Under Select document type , click Letters. The active document becomes the main document. The main document contains the text and graphics that are the same for each version of the merged document. For example, the return address and the salutation in a form letter are the same for each version. Start with the document that is currently shown in the document window. To do this, click Use the current document. You can then either type the letter in the document window or wait until the wizard prompts you to do so in a later step.
In the Start from existing box, select the document that you want, and then click Open. If you do not see the document, click More files , and then click Open. In the Open dialog box, locate the document that you want, and then click Open. Under Select recipients , click Use an existing list. In the Select Data Source dialog box, locate and then click the Excel worksheet that you want to use. By default, Word opens the "My Data Sources" folder.
If your Excel worksheet contains information about multiple tabs, select the tab that contains the information that you want, and then click OK. All entries in the data source appear in the Mail Merge Recipients dialog box. Here, you can refine the list of recipients to include in the merge.
In the Mail Merge Recipients dialog box, select the recipients that you want to include. To do this, use one of the following methods:. Use the check boxes to designate recipients. This method is most useful if the list is short. Click to select the check boxes next to the recipients that you want to include, and then click to clear the check boxes next to the recipients that you want to exclude.
Note If you know that you want to include most of the list in your merge, click Select All, and then click to clear particular records. Similarly, if you want to include only a few records in the list, click Clear All, and then select the records that you want. Sort items in the list. This method is useful if you want to see items in alphabetical or numeric order. Click the column heading of the element by which you want to sort.
For example, if you want to display the list alphabetically by last name, click the Last Name column heading. Filter items in the list. This method is useful if the list contains records that you know you do not want to see or include in the merge.
After you have filtered the list, you can use the check boxes to include and exclude records, as described earlier.
To filter the list, follow these steps:. Nonblanks : This option displays all the records in which the corresponding field contains information. If the data source contains records that share the same information, and if there are 10 or fewer unique values in the column, you can filter by specific information. For example, if there are multiple addresses that list Australia as the country, you can filter by Australia.
The Mail Merge Recipients dialog box displays only the designated records. To display all the records again, click All. For advanced sorting and filtering, click the arrow next to any column name, and then click Advanced. Use the Filter Records and Sort Records tabs to set up the sorting or filtering query that you want. If you have installed address validation software, click Validate in the Mail Merge Recipients dialog box to validate your recipients' addresses.
Word uses the recipients that you designated for the merge. If you have not already done this, type the text that you want to appear in every form letter in the main document. Insert merge fields where you want to merge names, addresses, and other information from the data source. Create envelopes by using mail merge in Word. Create and print labels using mail merge. If you have the Word desktop application, open the document there and perform a mail merge there.
Data sources Your first step in setting up a mail merge is to pick the source of data you'll use for the personalized information. Excel or Outlook If you know you'll be using Excel or Outlook as the source of your data, see: Mail merge using an Excel spreadsheet Use Outlook contacts as a data source for a mail merge Document types Word provides tools for incorporating your data into the following kinds of documents.
Follow the links for details about each type: Letters that include a personalized greeting. Create and print a batch of personalized letters Email where each recipient's address is the only address on the To line. Create and send email messages Envelopes or Labels where names and addresses come from your data source.
Create and print a batch of envelopes for mailing Create and print sheets of mailing labels Directory that lists a batch of information for each item in your data source. See Use Outlook contacts as a data source for a mail merge Word data file is a data source you can create on the fly, within Word. Document types Letters that include a personalized greeting.
Create envelopes by using mail merge in Word Create and print labels using mail merge. Need more help? Was this information helpful? Yes No. Thank you! Type a name and choose a location for your data source, and then choose Save. In the Data Form dialog box, type the data for one data record for example, a recipient's first name in FirstName , last name in LastName , street address in Address1 , and so on.
Note: Do not enter spaces in boxes that you want to leave blank. For each new record, select Add New. If you need more columns, such as for an order number, follow these steps: In the New Address List dialog box choose Customize Columns. Choose Add. Type a field name and then select OK. Repeat steps b and c for each column or field to add. When you're done adding all the people you want to your list, choose OK. Create a mailing list in Word A mailing list can be created within Word for sending bulk mail during mail merge process.
Use the Up and Down buttons to reposition fields Select Create. In the Save dialog, give the list a name and save it. In Edit List Entries , type the data in each column for the mailing list.
Microsoft office 2010 mail merge add last name field free download.Word 2010 Mail Merge
Pictures helped. Didn't match my screen. Incorrect instructions. Too technical. Not enough information. Not enough pictures. Any additional feedback? Submit feedback. For more info, see Data sources you can use for a mail merge. In Mail Merge Recipients , clear the check box next to the name of any person who you don't want to receive your mailing.
Note: You also can sort or filter the list to make it easier to find names and addresses. For more info, see Sort the data for a mail merge or Filter the data for a mail merge. You can insert one or more mail merge fields that pull the information from your spreadsheet into your document.
To insert merge fields on an envelope, label, email message, or letter. For more info, see Insert Address Block. For more info, see Insert Greeting Line. To add other merge fields, like invoice numbers, see Insert mail merge fields. After you insert the merge fields you want, preview the results to confirm that the content is okay. Choose Next or Previous to move through records in your data source and view how they appear in the document. When you save the mail merge document, it stays connected to your data source.
You can reuse the mail merge document for your next bulk mailing. Open the mail merge document and choose Yes when Word prompts you to keep the connection. Sort Select up to three level of fields to sort in ascending or descending order.
The list of recipients will re-display to reflect the sort. For more info, see Query Options Sort dialog. Filter Compares the fields of the list and compares them to one or more strings you provide. Comparisons include:. Equal to or Not equal to. Less than or Greater than. Less than or equal or Greater than or equal. Is blank or Is not blank. Contains or Does not contain. The list of recipients will re-display to reflect the filter results.
For more info, see Query Options Filter dialog. Find duplicates Scans and displays any duplicate records based on the First and Last names. In the list, you can clear the box for any you don't want to include in the mailing. Clearing the box doesn't remove the record from the main recipient list, just clears the box associated with the name.
Find recipient Scans and highlights records with fields that match the text you enter. You can scan all fields in the records, or specify just one, such as City or State. Else rule, specifying to include the text, "Past due" for recipients where the value of a Due Date field is in the past. Setting up rules is done after selecting recipients for the mail merge, and after inserting merge fields in the document.. For example, you're sending out the same invitation for a quarterly meeting.
Your data source doesn't store the meeting dates, and the meeting date appears more than once in the invitation. By placing bookmarks in your document and including an Ask field, you can run the same merge for each meeting. The only thing you'll have to type is the meeting date, and you'll type it just once. Repeat this, using the same name, in every place where you want the response to the Ask field to appear in the document.
Select the bookmark you just created or type its name , and enter a prompt, like "Event date? You'll be prompted for a response for each recipient. That response will be inserted in the bookmarks you specified, in the documents that result from the merge. More info: Field codes: Ask field. For example, you're sending the same invitation for a quarterly meeting. Your data source doesn't store the meeting dates, and the meeting date appears only once in the invitation.
By placing a Fill-in field in the document, you can run the same merge for each meeting. The only thing you'll have to type is the meeting date. That response will be inserted in the Fill-in field, in the documents that result from the merge. More info: Field codes: Fill-In field.
For example, you're sending out correspondence to a list of conference attendees who are traveling both domestically and internationally. You can use an If In the Field name list choose the field from your data source that will determine the conditional text. 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 Insert this text box, enter the text that goes in the document when the comparison criteria is met.
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