WD: How to Use Microsoft Excel Data Source for Word Mail Merge

• Microsoft Word for Windows 95, versions 7.0, 7.0a
• Microsoft Word 97 for Windows

SUMMARY

This article describes three methods to attach a Microsoft Excel data source to a Word mail merge main document.

MORE INFORMATION

After you perform step 1 of the Mail Merge, use one of the following methods in step 2 of the mail merge to attach a Microsoft Excel worksheet.

Method 1: Access Microsoft Excel Worksheet with a Converter

NOTE: To use this method, the Microsoft Excel converter must already be installed. Microsoft Excel 97, version 8.0 only allows Entire Worksheet in the Name or Cell Range: option of the Open Worksheet dialog box.

1. On the Get Data drop down list, click Open Data Source.

2. Locate and select the Microsoft Excel file. Make sure that the Select Method box in the Open Data Source dialog box is selected.

3. Click Open.

4. In the Confirm Data Source dialog box, Select Microsoft Excel Worksheet via Converter.

5. Click OK.

6. In the Open Worksheet dialog box, select the Worksheet you want to merge and select the Entire Worksheet or Named or Cell Range. Click OK.

7. Edit the main document and continue with the merge process.

Method 2: Access MS Excel Worksheets with DDE

Microsoft Excel must already be installed.

NOTE: Using DDE allows Word to see only Worksheet 1. If you choose to use the DDE option, start Microsoft Excel first, then open the workbook and move the desired sheet to the first position. To do this, drag the desired sheet to the first position on the sheet tab bar at the bottom of the current workbook. Save the Microsoft Excel workbook.

1. From the Get Data drop down list, click Open Data Source.

2. Locate and select the Microsoft Excel file. Make sure that the Select Method box in the Open Data Source dialog box is selected.

3. Click Open.

4. Select MS Excel Worksheets via DDE in the Confirm Data Source dialog box. Click OK.

5. In the Microsoft Excel dialog box, select the Entire Spreadsheet or Named or Cell Range from the list. Click OK.

6. Edit the main document and continue with the merge process.

Method 3: Access the Microsoft Excel Files with ODBC

The Microsoft Excel ODBC driver must already be installed.

Note: Using Microsoft Word 97, version 8 you will see all the tables in the workbook, not just the ones from the first sheet, in the Select Table dialog box.

1. From the Get Data drop-down list, click Open Data Source.

2. Locate and select the Microsoft Excel file. Make sure that the Select Method box in the Open Data Source dialog box is selected.

3. Click Open.

4. Select Microsoft Excel Files via ODBC in the Confirm Data source dialog box. Click OK.

5. In the Select Table dialog box, specify the table from the list (which will only show the first worksheet in the workbook) or click Options and select System Tables, and specify the worksheet you want to use. Click OK.

6. Edit the main document and continue with the merge process.

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