How to do a customized mail merge in office 2016

HOW TO DO A CUSTOMIZED MAIL MERGE IN OFFICE 2016 HOW TO
HOW TO DO A CUSTOMIZED MAIL MERGE IN OFFICE 2016 UPDATE

In this case, there should never be an empty membership type value, but if that happens, youвЂ™ll want to accommodate that by adding an additional IF.

If the current recordвЂ™s membership type value is I, print Individual.

If the current recordвЂ™s membership type value is Fr, print Family.

If the current recordвЂ™s membership type value is F, print Family.

The IF field only looks complex, but its purpose is simple: In this case, weвЂ™re using the following nested IF fields: In a nutshell, theyвЂ™re pre-programmed codes similar to the merge fields you inserted earlier. This next bit might feel like unchartered waters if youвЂ™re not familiar with Word fields. If you run the merge as is, the membership type merge field will return F, Fr, and I, which youвЂ™ll probably want to avoid. So, letвЂ™s replace that merge field with an IF field that can turn that meaningless data into something the members understand. However, the membership details in the Excel workbookвЂ“F, Fr, and IвЂ“might not mean anything to the new members. You can get around the lack of a pre-defined mapping field by inserting an unmapped merge fieldвЂ“so donвЂ™t forget to insert both of those fields before you continue.ДЄt this point, all of the merge fields are in place, and you could run the merge. The pre-defined map is a shortcut that youвЂ™ll want to take advantage of when possible, but it wonвЂ™t always have every field you need. There are no pre-defined fields for the membership number and membership type, but donвЂ™t worry about that. You can add spaces and commas as you would with regular text.

Continue replacing the text placeholders with the appropriate merge fields until youвЂ™re done ( Figure C).

Click Insert merge Field in the Write & Insert Fields group and choose M_1st_First_Name from the resulting list.

Select in the first line of the address element.Now youвЂ™re ready to insert the mapped fields into the actual document. Use Figure B as a guideline for completing the mapping process. Word will match a few of the items for you: City, State, and Zip. To do so, click Match Fields in the Write & Insert Field groups. Now that Word knows what type of merge youвЂ™re running and where the details are coming from, itвЂ™s time to map Word placeholders to Excel fields. Then, identify the recipients: Click Select Recipients, choose Use an Existing List, identify the data source (the Excel workbook file), click Open, identify the appropriate sheet, and click OK.

Identifying the type of merge is the first step: Click the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge, and choose Letters. The characters in the Word document ( Figure A) denote spots where the mail merge will insert values from the Excel workbook. Specifically, weвЂ™ll convert F, Fr, and I into family, friends, and individual, respectively. The membership type field contains the conditional data. WeвЂ™re going to merge new membership details from the Excel sheet into the letter (a Word document).

HOW TO DO A CUSTOMIZED MAIL MERGE IN OFFICE 2016 UPDATE

SEE: System update policy template download (Tech Pro Research) The piecesДЄny merge requires a Word document and information. Mail merge isnвЂ™t supported by WordвЂ™s online version. You can also work with your own data or download the demonstration files. IвЂ™m using Office 365 Excel and Word (desktop), but you can work with earlier versions.

HOW TO DO A CUSTOMIZED MAIL MERGE IN OFFICE 2016 HOW TO

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WeвЂ™ll use the same demonstration files (with minor updates). If you need basic information about the mail merge, read How to use Word mail-merge. Instructions for setting up the mail merge are minimum because thatвЂ™s not the focus of this article. In this article, weвЂ™ll quickly work through a simple mail merge and then add an IF field to handle membership typesвЂ“family, friends, and individualвЂ“in the body of the letter. All of the above and more can be tackled by combining Word fields with a mail merge. Perhaps you want to use gender-specific pronouns such as he/she, his/her, and so on. Or, you might store state abbreviations and want to use the entire state name in the address. You might use them to clean up an address by suppressing unwanted spaces or adding commas at the right spot. When a simple mail merge isn't enough, consider adding conditional fields to clarify data and even make decisions.Д®ven the simplest mail merge task can benefit from conditional statements. How to use conditional fields in a Word mail merge

How to do a customized mail merge in office 2016