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How to mail merge data and pictures from Excel to Word?

Author: Xiaoyang Last Modified: 2023-04-13

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.

Mail merge data and pictures from Excel to Word


Mail merge data and pictures from Excel to Word

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

Step1: 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:

Tips: If there are multiple single slash needed to be converted to double slashes, you can apply the Find and Replace feature in Excel to find and replace them at once.

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

Step2: Prepare Word document

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

Step3: 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 popped out 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 popped out 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:

14. Select the word Image in the highlighted image code, and then click 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 popped out 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 popped out 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.


Mail merge data and pictures from Excel to Word

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Comments (3)
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This comment was minimized by the moderator on the site
I've been working on this for a few weeks on Windows and Mac and finally figured it out on Mac.
For MacOS
1. The image file path should look like this: /Users/(username)/(folder name)/(filename)
2. Remove the parentheses and insert your specific information. I tried the file path with 2 slashes between each location and with 1 slash between and both worked.
3. In Word, give permission for it to access the folder of your images if needed: Word, Preferences, File Locations, Images, Modify, choose your folder of images.
4. Do the other steps and make sure that before you complete the merge, press fn + option + F9 to get out of the fields.
5. After completing the merge, command + A to select all and then fn + F9 to pull the images. You should get the same pop up as in step 20.
This comment was minimized by the moderator on the site
Does the procedure described not work in Word for MacOS, especially step 20? Is there an alternative?
This comment was minimized by the moderator on the site
I've been working on this for a few weeks on Windows and Mac and finally figured it out on Mac.
For MacOS
1. The image file path should look like this: /Users/(username)/(folder name)/(filename)
2. Remove the parentheses and insert your specific information. I tried the file path with 2 slashes between each location and with 1 slash between and both worked.
3. In Word, give permission for it to access the folder of your images if needed: Word, Preferences, File Locations, Images, Modify, choose your folder of images.
4. Do the other steps and make sure that before you complete the merge, press fn + option + F9 to get out of the fields.
5. After completing the merge, command + A to select all and then fn + F9 to pull the images. You should get the same pop up as in step 20.
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