The Data Source

Component 1: The Data Source

Preparing the Data Source

Input 1: Excel® Spreadsheet

This picture is what your Data Source should look like. An Excel® spreadsheet containing names and addresses.

Notice that each cell contains a portion of the name and address. Note gray-shaded row #1 (Last, First, Address_1, City, St, and Zip). These are your column headings. When you designate a Data Source you must have column headings.

These column headings will be referenced directly by the Word® Mail Merge process.

The order of the columns of data is NOT important (Column A, B, C, etc). "Zip" could come before "Address_1" and it would not effect your Mail Merge process.

You control the order of the output of each cell later, before the merge.

Now it's your turn!

Open Excel®. Create and save a spreadsheet like the one in the picture. Use actual information or make up your own data. Return here when you have finished.

Done? Welcome back!

Does your Data Source Excel® spreadsheet containing names and addresses resemble the previous picture? If not, go back to Excel® and modify yours.

Format and Set Print Area

You don't have to sort the information, but the other steps are mandatory.

Sort - this is optional (ascending or descending)

Format - choose the font and size you want displayed in your final documents

Highlight - (select all) the cells with data in Columns A through F
From the Toolbar, Click on the pull-down menu "File"

Click on "Print Area", "Set Print Area"

You have now "Set the Print Area" for Columns A through F. By doing this you have identified the names and addresses you want Mail Merge to recognize and use.

Each row represents a new document that will be created.

Save

Now save the file to a meaningful name. You can either leave Excel® open or you can close it.

Remember: Your Data Source must contain column headings. Make them meaningful names. Write them down or print the first page of your Data Source to use as a reference. You will need to know the column headings later on. Sort, format and set the print area for only the rows/columns you want to use in your merged documents.