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Question of the week: Merging Excel data into Word

Question: I have data in an Excel spreadsheet that I would like to merge into a Word table. How can I do that?

Answer: First of all, the data has to be in a format that will transfer properly. This may require a lot “clean up.”  You would need to remove any worksheet headings, blank rows and columns, and make sure the first row contains unique column headings without being wrapped or no special symbols, and the data should be in rows without totals or subtotal rows. Any formulas would import in as values.

Your Word document must be set up as a mail merge document, using the column headings as your field codes. There are excellent tutorials at Microsoft on using Word’s Mail Merge features:

Using Mail Merge for Mass Mailings and Using the ribbon to perform a complex mail merge. In addition, ITS is offering a Word Mail Merge session on Wednesday, Dec. 5 from 10-11:30 in the ITS training room (8011 Wittson Hall) in which you’ll learn how to merge Excel data into Word for labels, envelopes, letters and tables. Click here to register.

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