How to use Excel data and images in a Word mail merge

If you have a list of students’ information which contain the names, ages, courses, colleges and photo paths in Excel worksheet, now, you want to make an exam admission card for each student in Word as following screenshot shown. To make this type of card quickly and easily, the Mail Merge feature in Word can help you.

Use Excel data and images in a Word mail merge

• Step 1: Prepare the data list in Excel
• Step 2: Prepare Word document
• Step 3: Establish the relationship between the Excel file and the Word document

Use Excel data and images in a Word mail merge

Apply the Mail Merge feature to create the card with image, please do with the below steps one by one:

Step 1: Prepare the data list in Excel

1. Type the information you need in the worksheet, and enter the image file path as below screenshot shown:

2. Then, you need to modify the picture address by adding another slash after each slash in the address, see screenshot:

3. After entering the data, save and close the Excel file.

Step 2: Prepare Word document

4. You can prepare and design the card formatting in a Word document as below screenshot as your own need:

Step 3: Establish the relationship between the Excel file and the Word document

5. After completing the format of the information in word file, please click "Mailings" > "Select Recipients" > "Use an Existing List", see screenshot:

6. Then, in the pop-up "Select Data Source" window, select the Excel file you created, and then click "Open" button, see screenshot:

7. In the following "Select Table" dialog box, select the worksheet containing the student information you want to use, and then click "OK", see screenshot:

8. And then, put the cursor beside the Name, and click "Mailings" > "Insert Merge Field" > "Name", and the "Name" field will be inserted into the word document as below screenshot shown:

9. Then, you should repeat the above step to insert other corresponding fields for Age, Couse and College to get the following results:

10. After inserting the data fields, next, you should insert the image field. Now, please place the cursor at the position where you want to display the picture, and then click "Insert" > "Quick Parts" > "Field", see screenshot:

11. In the pop-up "Field" dialog box, choose "IncludePicture" from the left "Field" names pane, and then, in the "Field" properties text box, enter anything, such as Image, and then click the "OK" button to save the settings. See screenshot:

12. Now, the picture is inserted into the document, but, you can’t see it.

13. Then, click on the picture and press "Alt"+ "F9" to toggle to field code as below screenshot shown:

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14. Select the word Image in the highlighted image code, and then click "Mailings" > "Insert Merge Field" > "Photo", see screenshot:

15. After clicking on the "Photo" field, the code will be converted like the below screenshot:

16. Now, press "Alt" + "F9" again, but the image is not still visible.

17. Go on clicking the Mailings tab, and then click "Finish & Merge" > "Edit Individual Documents", see screenshot:

18. In the pop-up "Merge to New Document" dialog box, choose "All" from the "Merge records", and then click "OK" button.

19. A new document opens with all data information, but the images may still not be visible, see screenshot:

20. To make the images visible, press "Ctrl" + "A" to select all the contents in the word file, and then press "F9" key, in the pop-up "Microsoft Word Security Notice" dialog box, click "Yes" button, see screenshot:

21. After clicking "Yes", you can see the word file is filled with the merged image and the data information stored in Excel worksheet as below screenshot shown:

Then, you can print and save the file as you need.

Demo: Mail merge data and pictures from Excel to Word