Word includes a powerful feature called Mail Merge that allows you to combine a document with data from a data source to create individualized documents. Once you have created your main document and your data file is attached, it is a good idea to run a final check by comparing your data file with your document. To do this, start by opening your main document. Make sure the Mailings tab of the ribbon is displayed.
In the Preview Results group click the tool called Auto Check for Errors. Word displays the Checking and Reporting Errors dialog box. (See Figure 1.)
Figure 1. The Checking and Reporting Errors dialog box.
Select the radio button that indicates how you want Word to check your data file. The selection you make depends on how confident you are in the quality of your data file. If you are fairly confident in its quality, accept the default and allow Word to show you the few errors your file may contain. If you aren't sure about the quality of your data file, then select the first option to simulate a merge and report the errors in a new document.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9739) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Checking Your Data File.
Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!
When you merge data from Excel into a Word document, you may need to do some conditional processing based on the data you ...
Discover MoreOne of the data sources that Word allows you to use for your mail merges is an Excel worksheet. You may get unexpected ...
Discover MoreMail merge can be used to put together groups of documents that rely on common information. This tip shows how mail merge ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2022 Sharon Parq Associates, Inc.
Comments