SOS! How to export excel data(name, NRIC, address, etc) into template membership card word document?

My company needs to mass printing the membership card. So, I have around 1000 records in excel file with membership profile: Name, NRIC, address, and so on. We have a template for membership card printing. So, what I am thinking is since mail merge for Microsoft Outlook able to auto format, so it should be possible to export excel data into word document without sending out the emails right?

Appreciate your help!! Thanks a lot. :)

SOS! How to export excel data(name, NRIC, address, etc) into template membership card word document?microsoft word

You want to use Excel as a data source for your mail merge process.

Creating a Mail Merge Data Source

Article contributed by Beth Melton

Microsoft Word supports many file formats which can be used as a Data Source for a mail merge. This article covers specifications and frequently asked questions on the most commonly used Data Sources, along with how to set up a Data Source in Word.

1.

Overview

2.

Using Word as a Data Source

3.

Using Excel as a Data Source

4.

Using Access (or any supported database) as a Data Source

5.

Using a Text File as a Data Source

6.

Using Outlook as a Data Source

7.

Using Outlook Express as a Data Source

(to return to top, press Ctrl+Home)

1.

Overview

Break your fields down into the smallest meaningful value. For example, create a separate field for First and Last names, break the City, State, and ZIP of an address into separate fields as well. Combining information in separate fields in a merge document is easy; separating information in a field is difficult. For an example of how difficult, see: I have a "Name" column which I want to split into "FirstName", "LastName", how can I do it?

You can refer to the First name of an individual in a salutation and then use the First and Last in the inside address. However, using a separate “Salutation” field gives you much more flexibility, because it lets you use “Joe” or “Mr Bloggs” as appropriate.

If you wish to use barcodes, the delivery address and postal code must be placed in separate fields Should you wish to sort by a specific piece of your information, it must be placed in a separate field. This is important if you want to be able to view or print data in alphabetical order by last name for a mailing list or directory but in ZIP code order when creating mailing labels or envelopes to qualify for bulk mailing rates.

2.

Using Word as a Data Source

Step

Comments

1.

In Step 2 of the Mail Merge Helper, select Create Data Source.

2.

Word displays a dialog box containing a default list of field names. You can use the fields provided and add/remove fields, or remove them all and create your own field names.

The order of the fields will become the data entry order. Use the Move Up/Move Down Commands to alter the order.

When all fields have been specified, select OK and Word will ask for a file name for your Data Source file.

Field Name specifications:

Each field name must be unique.

Field names can be up to 40 characters long.

Word field names cannot contain spaces.

No more than 63 fields can be used (Word 97 and later). If more are needed, then use an alternative Data Source. (In Word 95 and lower the limit was 31 fields).

Your Data Source is stored in a Word table. The first row in the table is called the Header row. Each row contains one record, and each column one field.

3.

Next you will be asked to set up the Main Document or to Edit the Data Source. Select Edit Data Source.

Word provides you with a data entry form to enter your records. Use either %26lt;Tab%26gt; or %26lt;Enter%26gt; to move from field to field.

Once you enter the data in the last field, press %26lt;Enter%26gt; again to move to a new record. Otherwise select Add New Record.

To move to a previous field use %26lt;Shift Tab%26gt;.

4.

After all records have been entered you are ready to edit your Main Document.

To return to the Data Source, locate Edit Data Source on the Mail Merge Toolbar.

Note that you don't have to use the data entry form. If you find it more convenient (as many users do), you can work directly with the data table by pressing the View Source button in the entry form.

Moreover, you can create this data table independently before beginning the merge process. In a blank document, insert a table with as many columns as you want merge fields. The first (heading) row of the table should contain the merge field names. Don't leave a blank row below the Heading Row; if you do, you will have a blank record, and the first page, item, label, or envelope in your merge will have blanks instead of merged data. As you add records, the table will grow, and you can sort the data on any column. Save this just as you would any Word document. When using the Mail Merge Helper, instead of choosing Create Data Source in the Get Data step, you will instead use Open Data Source to select the document in which you saved the data.

3.

Using Excel as a Data Source

A Data Source in Excel, referred to in Excel as a list, must meet the following specifications:

Field names/column labels must be in the first row of the list, and field names must be unique.

There must not be a blank row between the field names and the first record.

If there is additional information on the worksheet, there must be at least one blank row or column separating the list from the other data.

There should be no empty columns or rows within the list.

If the field names/column labels are not in Row 1 of the worksheet, either create a named range for the list or add the AutoFilter feature to the list (Data/Filter/AutoFilter). The AutoFilter feature will automatically create a named range called _FilterDatabase. If you want to use lists from other worksheets, however, then using a named range is the best method. Note that if you ever add records to the bottom of the list you would need to redefine the named range. See Select Method (below) for additional details.

Question

Solution

Word tells me it can't establish the DDE connection to Excel or Excel just won't start.

In Excel, go to Tools/Options/General and turn off “Ignore other Applications”.

I can only see the first worksheet of my Excel workbook when I open my Data Source.

By default Word uses the DDE method to connect to Excel. In the Open Data Source dialog box, check the “Select Method” option to view other methods.

Select Method Notes:

Excel files via ODBC: Named ranges are displayed by default. To specify a worksheet, click Options and select System Tables.

Microsoft Excel Worksheet via Converter will convert your worksheet into a Word document. If the file is saved in Word, it will permanently convert your Excel workbook into a Word document. You will no longer be able to open this file in Excel. Be cautious when using this method.

My ZIP codes are missing leading zeros.

In Excel, select Format/Cells, and on the Number tab in the Category section, select Special, and apply the Zip code format.

An AutoFilter is applied to my list in Excel and I'm getting blank records in Word.

In Word use Tools/Mail Merge and then select Query Options. Filter Records by one field using the “is not blank” criterion. Preferably this field should be one that would always contain an entry.

How you can use MS Query to merge from two Excel files in a single mail merge.

See KB Article Q1805