Word 2007: Mail Merge in Depth
Illustration by Neil Webb

Matching fields from the data source


From:

Word 2007: Mail Merge in Depth

with Gini Courter

Video: Matching fields from the data source

After you identify a data source for use in a mail merge, Word loads the columns or field names used in your data source. If your data source uses field or column names like first name, last name, street address, city, state and so on, then Word immediately knows what to do with the data found in those fields. However, if your data source has customized field names like member first name, customer last name, member address or residents, you'll have to instruct Word on how the fields in your data source match up with the field names that Word is familiar with.

Start your free trial now, and begin learning software, business and creative skills—anytime, anywhere—with video instruction from recognized industry experts.

Start Your Free Trial Now
please wait ...
Watch the Online Video Course Word 2007: Mail Merge in Depth
1h 37m Intermediate Sep 10, 2010

Viewers: in countries Watching now:

In Word 2007: Mail Merge in Depth, author Gini Courter demonstrates how to take advantage of Word's Mail Merge feature to save a tremendous amount of time creating customized documents. The course offers tutorials on creating letters, emails, envelopes, and labels. It also shows how to use Mail Merge with Outlook and Excel, creating data sources, inserting fields, using IF and other rules for customized merges, and troubleshooting Mail Merge issues. Exercise files are included with the course.

Topics include:
  • Choosing or creating a data source
  • Using Mail Merge with Outlook contacts
  • Merging data from an Excel spreadsheet
  • Inserting address blocks and greetings
  • Matching fields from a data source
  • Previewing merge results
  • Using rules for customized merges
Subject:
Business
Software:
Word
Author:
Gini Courter

Matching fields from the data source

After you identify a data source for use in a mail merge, Word loads the columns or field names used in your data source. If your data source uses field or column names like first name, last name, street address, city, state and so on, then Word immediately knows what to do with the data found in those fields. However, if your data source has customized field names like member first name, customer last name, member address or residents, you'll have to instruct Word on how the fields in your data source match up with the field names that Word is familiar with.

We see the file in front of us. We've already started this mail merge by identifying, this is the letter that we want to use as our primary file, and we've selected a recipient file, using an existing list. We can see that file by clicking on Edit Recipient List here in this Start Mail Merge group on the Mailings tab, and we see that we have information that has Last, First, Email, App Date and so on. To find out if Word understands the fields in the data source, however, we need to click the Match Fields command in the Write & Insert Fields group.

We notice for example that Word is looking for a field called First Name, and we had a field called First and it says that's probably close enough, and it's right And Last Name, it found a field called Last, so it knows to look for close matches. However, if you will notice that it did not find a match for company name. Now this data set includes the Name of Company. If we called it Company or Company Name, Word would have found it. However, the field Name of Company is too much of a stretch for Word, so let's go ahead and match these fields, saying where you see company, we use the column name Name of Company.

Let's go on now and choose for Address 1, business street, Bus Street, which is the business street address. At any point if you are uncertain what the data is, don't match it. Click OK, go back to edit Recipient List, and verify that that's the name of the column that you want to use, and then return back here to Match Fields. The city for our business is called Bus City or Business City. Business State. Postal code is a Business Zip.

And while we don't have any plans to use a business phone number in this mail merge, it's really smart to match up all of the data you have that matches. Let's imagine that three years from now we want to send a letter that says, "please verify your business address, and your business phone," and time after time the business phone is blank. It would take a lot for us to remember that we decided to save 10 seconds here and chose not to match this up. So let's go ahead and match all the data we have that can match up to the fields that Microsoft Word is looking for here.

We have a couple of fields that we're not using at all because they're really not used for any of the standard fields here in Microsoft Word. That doesn't mean we can't use them. It just means that they won't be used in the built-in blocks that Word includes. If we want to use this set of data again in a different letter, it's really helpful to save this map. So when we save our document by clicking this check box, we give Word permission to actually save this unique set of mapping that says if you use this particular dataset again, this named range inside of this vendor workbook, whether you use it with the vendor letter or not, Microsoft Word will keep this mapping and we'll be able to pull it up.

So, let's click OK. Remember that one of the choices would have been to keep a copy of the workbook someplace else and to rename the fields in a way that Microsoft Word would understand, but that's extra work and if we want to reuse this dataset in the future, then we'd have to keep the dataset updated on our own, [00:04:067.17] and besides, it's so easy for us to go in and take in the fields Word is looking for, match those up to the actual field names that we are using in our data source, using Microsoft Word's Match Fields feature.

We're all done with this, it's mapped and so the last thing we're going to do is we're going to re-save our vendor letter one more time, and we will do a Save As, and we will save this as a Merge Mapped vendor letter, so we can pick this up in the next step of our Microsoft Word mail merge.

There are currently no FAQs about Word 2007: Mail Merge in Depth.

 
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

* Estimated file size

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Word 2007: Mail Merge in Depth.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferences from the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Learn more, save more. Upgrade today!

Get our Annual Premium Membership at our best savings yet.

Upgrade to our Annual Premium Membership today and get even more value from your lynda.com subscription:

“In a way, I feel like you are rooting for me. Like you are really invested in my experience, and want me to get as much out of these courses as possible this is the best place to start on your journey to learning new material.”— Nadine H.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.