Merge emails in Word

Merge emails in Word

1. Procedure
1. Prepare an Excel file with the first row field name.
2. Prepare a Word file and typeset it as needed. The fields to be inserted are temporarily stored.
3. display the "mail merge" toolbar in word: click "tools-letters and emails-display Mail Merge toolbar" in the word menu ".
4. Create an association between Word and Excel: Click Open Data source on the toolbar, select the Excel file to be merged, and select the data table.
5. Insert field: the cursor locates the field to be inserted in the Word document, and click "insert field.
6. Click "view merged data" on the toolbar to view the effect, and then click "merge to new document ".

Ii. Tips
1. the date in Excel is displayed as "7/15/2008" after it is merged into word, which is different from that in the original Excel file. Solution: insert another column in Excel with the content of = text (date, "Mm-dd") or = text (date, "mm/DD"). The format is customized.
2. the decimal places in Excel are displayed as 15 decimal places after being merged into word.
Solution ① when entering these numbers in Excel, enter them in text format, that is, use single quotation marks before the number, such as '3. 14.
② Insert a column in Excel with the content = text (number, "0.0"). 0.0 indicates that a decimal number is retained.
③ Do not change the Excel file. modify it in the Word document. press Alt + F9 in the word to display the field.CodeAfter the original code, add the following character \ # "#0.0". After the decimal point is 0, a decimal point is retained.
Example: {mergefield pay-as-you-go\ # "## 0.0"\ * Mergeformat}, you can add "email-edit domain-domain code" after "domain code"\ # "## 0.0".
In fact, there can be such a solution for the date. However, after the domain code is inserted, It is \ @ "YYYY, mm, DD ".

============================

"Email merge" is an advanced function of word and is one of the basic technologies that office automation personnel should master. However, the introduction to "mail merge" in most books is very simple. If you follow the instructions in the book, the merged and printed emails are not completely satisfactory. I want to help you improve your office efficiency.

1. print multiple emails on one page

Word "mail merge" can be used to process and print mails in batches. In many cases, our mails are very short and only a few lines of space are occupied. However, the whole page is used for printing, the printing speed is slow and paper is wasted. The reason for this is that each email has a "shard", so that the next email is specified to another page. How can I print multiple short emails on one page? In fact, it is very easy to merge data and documents into the new document, and then replace all the section breaks (^ B) in the new document with the adult line breaks (^ L) (Note that it is a lowercase English letter (L), not a number (1 ). The specific method is to use the word search and replacement command to enter "^ B" in the "search content" box in the "Search and replacement" dialog box ", enter "^ L" in the "Replace with" box and click "replace all". Then, multiple emails can be printed on one page.

2. merge different emails at a time

Sometimes we need to send identical content to different recipients, but there are different emails in some places. For example, if the "Student Score Report Form" is sent to a parent, different contents are written in different reports based on the total score of the student. The total score is over 290, at the end of the report, I wrote "I was named as a learning PACER", but I did not provide this sentence for other students. How can I use the same master document and data source to merge different emails? In this case, "insert word domain" is used ". Insert "if... Then... Else (I )...". Take the "Student Achievement Report Form" as an example. The specific method is to locate the insertion point at the end of the main document body, click "insert word field" in the mail merge toolbar, and select "if... Then... Else (I )...", In the displayed dialog box, enter and click OK.
Sometimes you can write different statements in two text boxes as needed. In this way, you can use a master document and a data source to merge different emails.

3. Share various data sources

In addition to data sources created by word, mail merging can utilize a large amount of data, such as Excel workbooks, access databases, Query files, and FoxPro files. As long as these files exist, you do not need to create new data sources when merging emails. You can directly open these data sources. Note that when using an Excel Workbook, you must ensure that the data file is in the database format, that is, the first row must be the field name, and there cannot be blank rows in the middle of the Data row. In this way, different data can be shared, avoiding repetitive work and improving office efficiency.

4. Filtering and sorting

You can use the "query options" in the mail merge helper to filter records and merge them selectively. You can also sort records at the same time. Remember them at work to improve your office efficiency.

5. retain two decimal places in Word

Use the Mail Merge function to make a document and merge the data in Excel into the New Word document. However, when the data in Excel is in decimal places (for example, 157.2 ), after being merged into a Word document, it becomes 157.200000000001.
Use the field switch to control the number format step: Right-click a number with disorder in word, click "edit field" in the pop-up menu, and click "domain code" in the pop-up interface ", follow up the input format switch \ # "0.00" in the code editing bar ". Click "OK" to see the correct number format. In the above format switch, "0.00" indicates that two decimal places are retained, and so on.
To use the domain switch to control the date format, right-click the date with incorrect format in word, click "Edit domain" in the pop-up menu, and click "domain code" in the pop-up interface ", follow up the input format switch \ @ "yyyy-mm-dd" in the code editing bar ". Click "OK" to see the correct date format. In the preceding format switch, "yyyy-mm-dd" indicates the date format, which is flexible and so on. For example, \ @ "eeee-o-month a" indicates an upper-case date.