How to perform a simple data merge in Word for Mac (275013)


The information in this article applies to:

  • Microsoft Word 2004 for Mac
  • Microsoft Word X for Mac
  • Microsoft Word 2001 for Macintosh
This article was previously published under Q275013

SUMMARY

This article provides detailed instructions about how to create a data merge (mail merge) that uses data stored in a Microsoft Word for Mac document. By following these instructions, you create a main document and a data document, and then you merge the information from these two documents into a final merged document.

MORE INFORMATION

Create the Main Document

To create the main document, follow these steps:
  1. Start Word for Mac by double-clicking the Word for Mac icon.
  2. In the Project Gallery, click Word Document.

    Word for Mac opens a blank document (Document1), in which the insertion point is blinking. This indicates that Document1 is the active document.
  3. On the Tools menu, click Data Merge Manager. The Data Merge Manager palette appears on the screen.
  4. In the Data Merge Manager, click Create, and then click Form Letters.

    NOTE: This designates the active document, Document1, as the "main document."

Create the Data Source

To create the data source, follow these steps:
  1. In the Data Merge Manager, click Get Data, and then click New Data Source.

    Word for Mac displays the Create Data Source dialog box that lists commonly used field names.
    1. Remove the fields that you don't want by selecting them in the Field names in header row list, and then clicking Remove Field Name.

      NOTE: You can select only one field at a time.
    2. To add a field, type the name that you want to use in the Field name box and then click Add Field Name.

      NOTE: When you merge data, you can use as few or as many of the data fields as you need to, and you can use them in any order. Also, you can use each field more than once.

      TIP: It is easy to combine information in separate fields in a merge document; however, it is difficult to separate information in a field. So, when you create a data document, create as many fields as is practical. For example, you may want to put the first name in a field separate from the last name, to make it easy to sort the records in the data document by last name. If you keep the first and last names separate, it also makes it easy to use only the first name in a salutation.
  2. When you have finished identifying which fields you want to use, click OK.
  3. In the Saveor Save Asdialog box, type a name for the data document, choose the folder to store it in, and then click Save.

    TIP: Use a name that identifies this file as a data document (for example, you might want to name the document "My Merge Data"). Store the data document in the same folder where the main document will be stored.

    The Data Form dialog box appears on the screen.
  4. In the form, type the information that you want in the first record. Click Add New to start a new record. Type the information that you want for the next record, and then click OK.

    NOTE: You can add, delete, or edit the information in the data document at any time after it has been created and saved.
  5. When you are finished entering all the records, click OK.

    Word for Mac returns you to the main document.

Edit the Main Document

The insertion point should be back in the main document (Document1) and the Data Merge Manager should be visible.

To edit the main document, follow these steps:
  1. Type the text that you want in the form letter.
  2. Click where you want to insert the first field. In the Data Merge Manager, under Merge Field, drag the field name that you want to use into the main document.

    Repeat steps 1 and 2 as many times as necessary to create the appropriate text and merge fields that you want in the main document.
  3. To save the main document, click Save or Save As on the File menu.

    TIP: Use a name that identifies this document as a main document (for example, name the file "My Main Document"). Store the document in the same location (folder) as the data document.

Merge the Main Document and the Data Document

To perform the merge, click the Merge To New Document button in the Data Merge Manager. This creates a new document that contains the results of the merge. You can print, save, or delete this new document without affecting either the main document or the data document.

To print merged documents for all records in the data source, click All in the Merge Data Range box, and then click Merge to Printer.

To preview the merged document for each record, follow these steps:
  1. In Data Merge Manager, expand Preview.
  2. Click View Merged Data, and then click either Previous Record or Next Record to view the merged document for the record that you want.
You can later make modifications to the main document if you need to. Be sure to test the merge after you make a change.

Microsoft recommends that you merge to a new document, and check the results of the merge before you print. However, Word for Mac also allows you to merge directly to the printer or to e-mail.

REFERENCES

For more information about data merge, click the Office Assistant, type overview of data merge, click Search, and then click a topic to view it.

Note If the Assistant is hidden, click the Office Assistant button on the Standard toolbar.
Modification Type:MajorLast Reviewed:2/16/2006
Keywords:kbinfo kbmerge KB275013
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