Go Back   Access World Forums > Apps and Windows > Word

Thread Tools Rate Thread Display Modes
Old 08-22-2012, 08:43 AM   #1
Newly Registered User
Join Date: May 2011
Posts: 32
Thanks: 6
Thanked 0 Times in 0 Posts
outofpractice is on a distinguished road
Mail Merge Help

I'll do my best to explain what I am wanting to do here with a mail merge (Word 2007). I have data in an excel file which looks like:

Group A Group B Name Y/N
12345 1234A John Smith N
12345 1234B John Smith Y
98765 9876A Suzie Q N
98765 9876B Suzie Q N
98765 9876C Suzie Q Y

I would like to run a mail merge that will create a letter that does the following:

Dear [Name] ,

You have the following information:

[Group B] [Y/N]


So once the letter is set up,I want the merge to be able to look at the Group A value, and anytime Group A value matches - it will list all of the corresponding Group B and Y/N fields resulting in a letter for Group A of 12345 that looks like:

Dear John Smith ,

You have the following information:

1234A N
1234B Y



Is there a way to do what is described above or will I need to break out each like set of data into their own excel files? I am working with thousands of lines of data and need to send one letter to each person, but their letter should contain information for all groups that pertain to them which potentially can be dozens. Thanks for any assistance!

outofpractice is offline   Reply With Quote
Old 08-27-2012, 07:40 AM   #2
Newly Registered User
Join Date: Aug 2012
Posts: 44
Thanks: 0
Thanked 0 Times in 0 Posts
godsspeed is on a distinguished road
Re: Mail Merge Help

Funny Story: I created something similar for my HR department for the Onboarding of new associates... then found out that we are changing our (brand new) Onboarding process. (bye=bye days (if not weeks) of time I'll never get back! hahaha on the bright side, I did learn things about Excel through this little project that I never knew...so i dont have any hard feelings)

good news: My pain may be your gain!

Open Word and start typing out your 'letter' as you want it to appear.

"Dear ,

You have the following information:



Then goto the Mailing Ribbon --> Start Mail Merge --> Letters. Then, click on "Select Recipients" --> "Use Existing List"
Once the dialog box pops up, navigate to whereever you saved your spreadsheet. Select the Spreadsheet then select the worksheet that contains the information you want.

Now its time to complete the letter you just typed by inserting the Fields.
First go to your first line "Dear ," put your cursor in front of the comma. goto "INSERT MERGE FIELD" and select the Name field (the fields you can select from will automatically have the same titles that you gave them on on your spreadsheet. I said Name field because that is what you 'titled' it in your example). It should look like "Dear <<Name>>,"
complete the rest of the letter by inserting the MERGE FIELDS where you want them.
Something like:

"Dear <<Name>>,

You have the following information:
<<Group B>> <<Y/N>>


To test it out, click on PREVIEW RESULTS and use the record navigation buttons on the far right end of the MAILINGS ribbon to see the letters individually.


HINT: how you can insert the fields and how they show up will depend greatly on how they are setup in the spreadsheet. So if your Name column in the spreadsheet has their first and last name and you only want their first, you may need to create a first name and last name column in your spreadsheet.

Hope this helps!!!!
godsspeed is offline   Reply With Quote

excel , mail merge

Thread Tools
Display Modes Rate This Thread
Rate This Thread:

Forum Jump

Similar Threads
Thread Thread Starter Forum Replies Last Post
E-mail/ mail merge/ automation. Almost there...?! mattkorguk Modules & VBA 9 05-29-2008 11:27 PM
Database Password stopping mail merge and catalog merge???!??! sgtblitz General 1 04-17-2008 10:46 AM
I need to merge an OLE field containing word docs into a word mail merge fearless_freep Modules & VBA 1 03-16-2007 02:57 AM
Mail Merge E-mail body iazcac Forms 0 01-11-2005 10:35 AM
Mail Merge bayman Modules & VBA 1 06-20-2002 12:12 AM

All times are GMT -8. The time now is 10:28 PM.

Microsoft Access Help
Modules & VBA
Theory & Practice
Access FAQs
Code Repository
Sample Databases
Video Tutorials

Featured Forum post

Sponsored Links

Powered by vBulletin®
Copyright ©2000 - 2019, Jelsoft Enterprises Ltd.
(c) copyright 2017 Access World