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You've built a list of contacts and other data that you want to use for a Word mail merge. If your data source is an existing Excel spreadsheet, then you just need to prepare the data for a mail merge. But if your data source is a tab delimited (.txt) or a comma-separated value (.csv) file, you first need to import the data into Excel, and then prepare it for a mail merge. Step 1: Set up your data source in ExcelIf you're using an Excel spreadsheet as your data source for a mail merge in Word, skip this step. If the data source is a .txt or a .csv file, use the Text Import Wizard to set up your data in Excel. After you successfully import a .txt or .csv file, go to Step 2.
Step 2: Prepare your data sourceIn your Excel data source that you'll use for a mailing list in a Word mail merge, make sure you format columns of numeric data correctly. Format a column with numbers, for example, to match a specific category such as currency. If you choose percentage as a category, be aware that the percentage format will multiply the cell value by 100. Format a column of percentages as text if you want to avoid that multiplication factor. ZIP Codes or postal codes needs to be formatted as text to preserve the data during a mail merge. If not done when imported, format it now. Leading zeros—for example, 00399—in codes are dropped during a mail merge if they're not formatted as text.
Make sure you add the appropriate symbol before or after a merge field. For example, here's how the currency and percentage values look if you omit symbols.
If you include the symbols, the numbers make more sense.
In your mail merge document, you add the symbols before or after the merge fields like this:
See also
An essential step in a Word mail merge process is setting up and preparing a data source. You can use an existing Excel data source or build a new one by importing a tab-delimited (.txt) or comma-separated value (.csv) file. After you've set up and prepared your data source, you can perform a mail merge by using Dynamic Data Exchange (DDE) with the Step-by-Step Mail Merge Wizard or by using a manual mail merge method. If you're not using an existing Excel data source for your mail merge, you can use a contact list or an address book in a .txt or .csv file. The Text Import Wizard guides you through the steps to get data that's in a .txt or .csv file into Excel.
Format numerical data in Excel Format any numerical data like percentages or currency values in any new or existing data source in Excel that you intend to use in a Word mail merge. To preserve numeric data you've formatted as a percentage or as currency during a mail merge, follow the instructions in the "Step 2: Use Dynamic Data Exchange (DDE) for a mail merge" section. In your Excel data source that you'll use for a mailing list in a Word mail merge, make sure you format columns of numeric data correctly. Format a column with numbers, for example, to match a specific category such as currency.
When you have an Excel data source that contains formatted numbers like percentages and currency values, some of the numeric data may not retain its formatting during a mail merge. You’ll get the mail merge results you want and can preserve the format of your numeric data in Excel by using DDE.
Tip: You can prevent being prompted by Word every time you open a data file. After you connect to your mailing list, go to File > Options > Advanced. Under General, clear the Confirm file format conversion on open check box. If you've built a contact list in an Excel spreadsheet, it's important to format any zip codes or postal codes as text to avoid losing data. If you're importing into a new spreadsheet any contacts from either a text (.txt) or a comma-separated value (.csv) file, the Text Import Wizard can help you import and format your data. Step 1: Set up your data source in ExcelIf you're already using an Excel spreadsheet as your data source for a mail merge in Word, go to Step 2 in this topic. If the data source is a .txt or a .csv file that contains your Gmail contacts, for example, use the Text Import Wizard to set up your data inExcel.
Step 2: Format numerical data in Excel spreadsheetTo ensure your zip code or postal code pass through a mail merge without losing any zeros, format the column containing those codes as text.
Now, you can use this data for a mail merge. Need more help?How to split segments in Excel?Select the column to the right of the column where you want to place the split, and use the Split command. You can also split on both a row and a column. by selecting the cell below and to the right of where you want the split—then click Split.
Which is a way to qualify data by specifying a matching condition or asking a question of the data?Excel Vocab 7. Which is the difference between an AutoFiltered range of records in a list and a table?There is no difference between an AutoFiltered range of records in a list and a table. A table maintains its sort order after you close and then open it again. A table given a title enables its field names to be used in formulas in place of cell references.
Which of the following procedure is not a way to sort a table by the contents of one column?You cannot sort a table in alphabetical or numerical order for one column, and by conditional formatting for another column, at the same time.
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