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WD97: How to Use Microsoft Excel Data Source for Word Mail Merge

Article ID: 155179

Article Last Modified on 1/19/2007

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This article was previously published under Q155179

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. This converter will only allow 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, do the following:
    1. Under Open Document in Workbook, select either the Entire Workbook or a particular Sheet of the Workbook.
    2. Under Name or Cell Range you will only be able to select Entire Worksheet.
    3. Click OK.
  7. Click Edit 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 want a sheet other than Worksheet 1 as your data source while using 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 and minimize 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. Click Edit 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 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. Click Edit Main Document and continue with the merge process.
For additional information, please see the following articles in the Microsoft Knowledge Base:

116470 WD: Sheet1 is the Only Microsoft Excel Sheet Available with Word DDE


Additional query words: mail merge mm mmh xl5 xl7 xl97 wks xls convert insert datafile data file database base howto

Keywords: kbhowto kbmerge kbualink97 KB155179


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