Let’s see how the formula for TEXTSal is set up. We are going to check out our “helper” columns in columns F, G, and H that contain TEXT in the header.ġ. Open the Excel file again, and let’s do some investigating. What difference! Let’s see what makes these columns different in our Excel file. When you Preview results, it will look much more like what we had in mind. So Salary should be replaced with TEXTSal, FTE with TEXTfte and Phone with TEXTPh.ħ. This time, insert the TEXT options that we saw in our “helper” columns in the Excel file. Let’s remove the Phone, Salary and FTE merge fields, and try this again. The phone number has no dashes, the salary has no commas, and the FTE is missing a “0.”Ħ. The salary, phone number, and FTE are just general number formatting. This is usually the point where people realize that certain types of number formatting do not come through in Mail Merge. Let’s toggle the Preview Results button to see how this will look. Insert each merge field in the indicated location. Remember, we are focusing on the first five merge fields for now (not the TEXT ones).Ĥ. Take a look at the Insert Merge Field dropdown, and make sure that you see all the columns you saw in your Excel file. Browse for the Excel file, wherever you chose to save it.ģ. For Select Recipients, select Use an Existing List. In the Mailings tab, go to Start Mail Merge, and select Letters.Ģ.
If you are not comfortable with Mail Merge, please come attend one of my Word Essentials session. Again, I am assuming you have merged before for this exercise. We are going to build this using our number formatted columns. Our plan is to enter merge fields into the bold area circled below.
Opening up the Word File, you will find a letter welcoming professors to Starfleet Academy. Let’s ignore those for the present, because in real life, perhaps you haven’t created those, and instead incorporated number formatting, as most of us do in our Excel Files Word File Heads up: Notice that, highlighted in yellow, there are also some “helper columns” with TEXT titles. The number fields are all formatted: Salary as currency, FTE as rounded to two decimals, and Phone Number as the Special Phone Number format. There are columns with Last Name, First Name, Salary, FTE, and Phone Number. This is a list of employees… here are all out new professors who we are going to send letters to, welcoming them to Starfleet. Let’s take a look at the Excel file first. If you are not comfortable with Mail Merge, please attend a Word Essentials training with me! I would love to show you how it works. For this Byte, I am assuming you know the basics of working with Mail Merge in Word.
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