Microsoft Office Tutorials and References
In Depth Information
Adding merge fields
Adding merge fields
For a mail merge to place values from the data source into the
output, you must insert one or more merge fields into the main
document. During the merge, each merge field is replaced
by the corresponding value in the data source for the current
recipient. For example, suppose a recipient’s record in the data
source contains the values First_Name = John and Last_Name =
Clarkson. In the main document for a letter merge, a line might
contain the merge fields «First_Name» «Last_Name». When
the record is processed during the merge, those fields will be
replaced with the text John Clarkson.
You can insert copies of the same merge field into the main
document in multiple places. For example, the merge field
«First_Name» could be used in the address, in the greeting line,
and in the body of the letter.
Insert merge fields in the document
1 Click in the main document at the location where you want infor-
mation from the data source to be inserted during the merge.
2 On the Mailings tab, in the Write & Insert Fields group, click the
drop-down arrow on the Insert Merge Field button and then, in the
list that appears, click the name of a column from the data source.
Repeat steps 1 and 2 until the main document contains all the nec-
essary merge fields.
If you selected a label merge, insert merge fields and other text
only in the upper-left cell of the table in the main document.
During this step, the other cells contain only a «Next Record»
merge field. The other cells will be filled in step 4 of this procedure.
If you place another merge field on the same line as the first merge
field, type a space, text, or punctuation between them as necessary.
Otherwise, there won’t be any separation between the values in the
output. If you want the next merge field to appear on the next line,
press Enter at the end of the first line.
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