Results 1 to 11 of 11
  1. #1
    Bronze Lounger
    Join Date
    Feb 2008
    Posts
    1,424
    Thanks
    126
    Thanked 5 Times in 5 Posts

    Mail Merge from Excel

    I currently have an excel spreadsheet that I use as a database for clients and I use Word for Proposals, Invoices and the like via a mail merge command that pulls in the relevant client line details into the Word document.

    I have now had a brainwave and require to put a section on the database spreadsheet which will merge in all the pricing details of our various events. So when I need to make changes it is updated only in one place and it affects everyone's documents accessing the database on the network (Only 3 users). However, this would obviously need to be done with absolute cell addressing (something like $A$1). How do I do this in a mail merge type environment?
    Any input would be greatly appreciated.

    HowardC

  2. #2
    Plutonium Lounger
    Join Date
    Mar 2002
    Posts
    84,353
    Thanks
    0
    Thanked 29 Times in 29 Posts

    Re: Mail Merge from Excel

    Welcome to Woody's Lounge!

    Mail merge can only work with a database-like table (column headers in the first row, data records in the second and subsequent rows); mail merge doesn't know about Excel cell addresses such as A2. So you must either incorporate the data you need in the source table for the mail merge, or you will have to find another method to get the data from Excel into Word. Without knowing the exact situation it's impossible to give more detailed advice.

  3. #3
    Bronze Lounger
    Join Date
    Feb 2008
    Posts
    1,424
    Thanks
    126
    Thanked 5 Times in 5 Posts

    Re: Mail Merge from Excel

    Hi Hans

    Thanks for the reply. The request that I posted came as a result of a request from a friend. I use Excel extensively, but have limited knowledge of MS Word's functionality.

    I have emailed from fiend to get some sample data and exactly what he is trying to achieve


    Regards

    Howard
    l

  4. #4
    Bronze Lounger
    Join Date
    Feb 2008
    Posts
    1,424
    Thanks
    126
    Thanked 5 Times in 5 Posts

    Re: Mail Merge from Excel

    Hi Hans

    Attached please find sample data. I need the pricing in AC2:AP2 to be merged into the word Document.

    it would be appreciated if you could assist

    Regards

    Howard
    Attached Files Attached Files

  5. #5
    Plutonium Lounger
    Join Date
    Mar 2002
    Posts
    84,353
    Thanks
    0
    Thanked 29 Times in 29 Posts

    Re: Mail Merge from Excel

    I'd put the extra data in another worksheet - either in the same workbook or in another workbook.

    Select the range that you want to insert into the merge document, and copy it to the clipboard.
    Open the merge document, and place the insertion point where you want to insert the data.
    Select Edit | Paste Special..., click the Paste Link option then click OK.
    (You can experiment with different formats - Excel object, formatted text, etc.) to see which one suits you best.

    Since you used Paste Link, changes in the Excel worksheet will be reflected in the merge document and hence in the result of the mail merge.

  6. #6
    Bronze Lounger
    Join Date
    Feb 2008
    Posts
    1,424
    Thanks
    126
    Thanked 5 Times in 5 Posts

    Re: Mail Merge from Excel

    Hi Hans

    Have set up prices in seperate worksheet (Sheet2). I have now copied the data A2:N2. I have opened up the word document. Excel Allows one to Edit | Paste special and to click on Paste Link.


    How to I merge or link this data on Sheet2 on the word document so that if the prices are updated on Excel it will automatically filter through. i'm not quite sure how to do this in Word. I'm very familiar with Excel, but not Word

    Your assistance will be most appreciated

    Regards

    Howard

  7. #7
    Plutonium Lounger
    Join Date
    Mar 2002
    Posts
    84,353
    Thanks
    0
    Thanked 29 Times in 29 Posts

    Re: Mail Merge from Excel

    Open the Excel workbook.
    Activate the Sheet2 worksheet.
    Select A2:N2.
    Select Edit | Copy or press Ctrl+C to copy this range to the clipboard.

    Now open the Word document.
    Click in the document where you want to insert a link to the Excel range.
    Select Edit | Paste Special...
    Click Paste Link.
    Click OK.

    You should now see a copy of the Excel range in your document. If you switch to Excel, change one or more cells in Sheet2!A2:N2, then switch back to Word, you should see the changes there.

  8. #8
    Bronze Lounger
    Join Date
    Feb 2008
    Posts
    1,424
    Thanks
    126
    Thanked 5 Times in 5 Posts

    Re: Mail Merge from Excel

    Hi Hans

    Thanks for the help. the mail Merge linking the Prices works perfectly

    Regards

    Howard

  9. #9
    Bronze Lounger
    Join Date
    Feb 2008
    Posts
    1,424
    Thanks
    126
    Thanked 5 Times in 5 Posts

    Re: Mail Merge from Excel

    Hi Hans

    You kindly helped me a while back to link an Excel Document, which worked very well.

    However, If The Excel Document is on one PC and the Word Document and on another PC, and they are on a network I can get the link to update. If I copy the Word file on to the PC with the Excel workbook, than the update link works.

    Is there any way of correcting this on the server/network so that the link works in a network environment?

    Your assistance will be most appreciated

    Regards

    Howard

  10. #10
    Plutonium Lounger
    Join Date
    Mar 2002
    Posts
    84,353
    Thanks
    0
    Thanked 29 Times in 29 Posts

    Re: Mail Merge from Excel

    I assume that you intended to write "I <big>can't</big> get the link to update"

    The easiest solution is to place the Excel workbook in a shared network folder.
    It's also possible to share a folder on the hard disk of the other PC, but that might compromise security.

  11. #11
    Bronze Lounger
    Join Date
    Feb 2008
    Posts
    1,424
    Thanks
    126
    Thanked 5 Times in 5 Posts

    Re: Mail Merge from Excel

    Hi Hans

    Thanks for the advise. Its a pretty simple procedure

    Regards

    Howard
    .

Posting Permissions

  • You may not post new threads
  • You may not post replies
  • You may not post attachments
  • You may not edit your posts
  •