Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Checkboxes in a Merged Document.
Written by Allen Wyatt (last updated September 21, 2024)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365
Saul has to do a merge where the merge document contains a series of checkboxes. He would like the checkboxes to have checkmarks in them based on a Y or N in the data source being merged.
This is relatively easy to do, if you know how to create the merge field that will do the checkboxes. For example, let's say that the field in the data source that will contain the Y or N designation is called "checkbox". You could create a merge field similar to the following:
Please Note:
This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here:
{ IF { MERGEFIELD checkbox }= "Y" "A" "B" }
Remember that the {braces} are field braces, created by pressing Ctrl+F9. To make the field do what you want, you need to replace the A and B characters with, respectively, a checked checkbox and an unchecked checkbox. There are a variety of these that you can use, all accessible by the Insert Symbol dialog box. Just insert the characters in place of A and B in the above, and you should get the desired characters when you perform the actual merge.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10899) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: Checkboxes in a Merged Document.
Do More in Less Time! An easy-to-understand guide to the more advanced features available in the Microsoft 365 version of Word. Enhance the quality of your documents and boost productivity in any field with this in-depth resource. Complete your Word-related tasks more efficiently as you unlock lesser-known tools and learn to quickly access the features you need. Check out Microsoft 365 Word For Professionals For Dummies today!
When creating a mail merge document, you use merge fields to indicate where the information from each record of your data ...
Discover MoreWhen you create a mail merge document, you attach it to a data source that is the basis for the information to be merged ...
Discover MoreWhen you are doing a mail merge in Word, you may need to calculate a date sometime in the future. Word doesn't include an ...
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 © 2025 Sharon Parq Associates, Inc.
Comments