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Old 12-20-2016, 11:19 AM
dewestone dewestone is offline Windows 10 Office 2016
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Default Mail Merge using variable data in Excel

I would like to create a merge document using variable data in Excel. The data in my Excel spreadsheet appears as indicated below. In Column1, the number may be repeated 5 to 10 times. However, the numbers in column3 may vary. The data in column4 will be either Yes/No.

Column1 Column2 Column3 Column4
1234 Housewares 23 No
2071 Housewares 54 Yes

In the Word document, the information in Column1 will be added within a paragraph. The other three columns information will be placed in a table. The length of the table will vary depending on the total numbers in Column1.

How can I merge the data from Excel into a Word document. There will about 500 letters I will need to generate. Therefore I need a simplified method to do so.

I am using Office 2010. Any suggestions?
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Old 12-20-2016, 01:09 PM
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macropod macropod is offline Windows 7 64bit Office 2010 32bit
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You can use Word's Catalogue/Directory Mailmerge facility for this (the terminology depends on the Word version). To see how to do so with any mailmerge data source supported by Word, check out my Microsoft Word Catalogue/Directory Mailmerge Tutorial at:
The tutorial covers everything from list creation to the insertion & calculation of values in multi-record tables in letters. Do read the tutorial before trying to use the mailmerge document included with it.

The field coding for this is complex. However, since the tutorial document includes working field codes for all of its examples, most of the hard work has already been done for you - you should be able to do little more than copy/paste the relevant field codes into your own mailmerge main document, substitute/insert your own field names and adjust the formatting to get the results you desire. For some worked examples, see the attachments to the posts at:

Another option would be to use a DATABASE field in a normal ‘letter’ mailmerge main document and a macro to drive the process. An example of this approach can be found at:
The DATABASE field can even be used without recourse to a mailmerge. An example of such usage can be found at:

Alternatively, you may want to try one of the Many-to-One Mail Merge add-ins, from:
Graham Mayor at; or
Doug Robbins at

In addition to a 'Many to One' merge, the latter handles:
• Merge with Charts
• Duplex Merge
• Merge with FormFields
• Merge with Attachments
• Merge to Individual Documents
• Merge, Print and Staple
Paul Edstein
[MS MVP - Word]
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