Mail Merge Excel to Word

Copper Contributor

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 This is the data I want to Mail Merge. I want it to look like this when merged to Word:


Priority #1 - UNFI West / PO 266505
Ship Date: June 27
Chocolate Granola: 48 cases - 576 units - Completed
Banana Granola: 36 cases - 432 units -
Blueberry Granola: 48 cases - 576 units -


Priority #2 - KeHe Arizona/ PO 1207536
Ship Date: June 29
Chocolate Granola: 24 cases - 288 units - Completed
Banana Granola: 36 cases - 432 units -
Berry Burst Snack Bites: 90 cases - 540 units -


Priority #3 - KeHeDallas/ PO 2037201
Ship Date: June 27
Apple Cinn Oat Clusters: 32 cases - 192 units -
Chocolate Granola: 64 cases - 384 units -


I'm not too familiar with using Mail Merge so I created a Merge Field looking like:

Priority #1 - «Customer» / PO «PO»
Ship Date: «Ship_Date»
«Product»: «Cases» cases - «Units» units - «Status»


I'm not sure how you have Priority 1,2,3 etc come up for every unique Customer/PO/Ship Date. My problem is when I run it it puts every individual product on another page with Customer, PO and Ship Date whereas I want it too look like what I posted all the products under one unique Customer/PO/Ship Date and each Priority just goes one under another not on separate pages.

1 Reply

@adobriyal88 If you add a Priority field to the data source that you populate with 1 for each of the UNFI West records, 2 for each of the KeHe Arizona records, etc, you can then use the Many to One facility on my Merge Tools Add-in that is contained in the MERGE TOOLS file that you can download from:

Extract the files from the archive and read the:

“READ ME – Setting up and using the Merge Tools Add-in.pdf

to see how to install and use the various tools.

Using those tools, it is possible to perform the following types of merge that cannot be done with Mail Merge “out-of-the-box”:

  • Merge to e-mail messages either with or without attachments, with the documents created by the merge being sent as either Word or PDF attachments or as the body of the e-mail message .  The email messages can, if necessary, also be sent to CC and BCC addresses and the subject of the message can included data from a field in the data source.
  • Merge to individual documents in either Word or PDF format with the filenames being supplied by the data in one of the fields in the data source
  • Many to One type merges, which can be used for creating documents such as invoices where there are multiple records in the data source that have common data in one of the fields
  • Merging to a document that will include a chart that is unique to each record in the data source
  • Merging a document with Content Controls
  • Merging a document that contains Legacy FormFields
  • Duplex Merges
  • Merging to a printer that will collate and staple the output created from each record in the data source.

The requirements for using the system are:

  • The mail merge main document must be of the Letters type, though that does not mean that the output cannot be sent as an e-mail message where relevant.
  • For the Many To One, Merge with Attachments and Merge to Individual Docs utilities, the data source may be either a table or query in an Access database, or in the form of an Excel worksheet. For the Chart Merge utility, see the Mail Merging with Charts document that is included in the Merge Tools Add-in Zip file for additional requirements for the data source for use with that utility
  • For a data source in the form of an Excel worksheet, the field names must be in the first row of the worksheet and there must be a field name in all of the cells in that row that are within the range of columns that contain the data.
  • For both types of data source, the field names must contain only alphanumeric characters (No @,#,$,%,&,(,), etc) and the field names must not start with a numeric character (0-9). The number of characters in the field names, including spaces, must not be more than 40.