4.12.3 Creating a Data Source

4.12.3.1 Create and attach a data source

A data source is a file that contains the data that varies in each copy of a merged document. For example, a data source can include the name and address of each recipient of a form letter.

You can think of a data source as a simple table. Each column in the data source corresponds to a category of information, or data field—for example, first name, last name, street address, and postal code. The name of each data field is listed in the first row of cells, which is called the header record. Each subsequent row contains one data record, which is a complete set of related information—for example, the name and address of a single recipient.

What types of data sources can I use?

You can use just about any type of data source you want, including a Microsoft Word table, Microsoft Outlook contact list, Microsoft Excel worksheet, Microsoft Access database, or text file:

If you haven't already stored information in a data source, the Mail Merge Helper guides you step by step through setting up a Word table that contains your names, addresses, and other data. A Word table works well if you have a simple list of data (63 or fewer data fields). If your Word data source contains more than 63 data fields, you must instead set up a delimited text file.

If you want to use another Microsoft Office program (Excel, Access, or Outlook) to create a data source, see tips on deciding which Office program to use. See also using a Microsoft Access database as a data source.

If you want to use a tab- or comma-delimited text file as a data source, learn about setting up a delimited text file.

If you want to use another file type as a data source, see a complete list of the file types you can use.

Planning a data source

Before you create a data source, think about the following questions:

1.     Will some data records include more information than others?   For example, some data records may have a business name, a department title, and up to three lines for the address. Other data records may have only a name, a one-line street address, and a third line with the city, state, and postal code. In the data source, however, each data record must have the same number of data fields. Therefore, you need to design the data source so that it has enough data fields to correspond to the data record with the most fields. If a data record doesn't have a particular category of information, you can leave the field blank for that record.

2. Do you plan to sort the data?   If so, you need to set up the data fields so that you can sort by the field you want. For example, use separate data fields for the addressee's title, first name, last name, city, state, and postal code.

3.     Do you want to use a POSTNET bar code?   To speed mail delivery in the United States, you can print a POSTNET bar code on mailing labels and envelopes. To use the bar code, use separate data fields for the addressee's postal code and the delivery address (street name and number or a post office box).

4.     Will you use information in a data field in different ways or in different types of merge documents?   For example, when planning addressee information, use separate data fields for the title, first name, and last name. That way, you can use these fields in different combinations to print the last name in a mailing label address (Mr. Gerald LaSalle) and in the salutation of a form letter (Dear Mr. LaSalle) or (Dear Gerald).

5.     How many data fields will you have for each data record?   You can use the Mail Merge Helper to create a Microsoft Word data source with up to 63 data fields. If you need more than 63 fields, you can create the data source as a tab- or comma-delimited text file, or use a Microsoft Excel worksheet, Microsoft Access database, or other data source.

Organizing an existing data source

If you use the Mail Merge Helper to create a data source, Word stores the data in a table that contains the proper header record, field names, and data records. If you create a Word data source without using the Mail Merge Helper, or if you use an existing data source, you need to organize the data as follows: 

•       Unless you use a separate header source, you must include a header record as the first record (row of cells) in the data source. Make sure that there aren't any spaces, text, or blank lines above the header record. In each cell of the header record, enter data field names of up to 40 characters each. Header field names must start with a letter, and can include letters, numbers, or underscore characters (but not spaces). Make sure you don't leave any header fields blank.

•       Include the same number of data fields (columns) in each data record as there are field names in the header record. If a record doesn’t have information for a certain field, you can leave the cell for that field blank.

Arrange information in each data record in the same left-to-right order as the corresponding field names in the header record. The order of columns in the data source is not important, because you can control where the data is merged into the main document.

Note   If your data source is stored in a tab- or comma-delimited text file, see more rules for setting up a delimited text file.

Deciding when to use a separate header source

When to use a header source   In most cases, you'll probably want to list the data field names in a separate header record at the beginning of your data source. However, you may want to include the field names in a separate header source in the following cases: 

1.    When you use several data sources. By using a single header source, you won't have to repeat or change the header record in each data source, or change the merge field names in the main document.

2.   When a data source doesn't contain a header record, or when field names in the header record don't match the merge field names in the main document. If you can't add or edit a header record in the data source (for example, because the data source is read-only), you can use a separate header source that contains the field names you want. 

Rules for using a header source

When you use a separate header source, keep the following rules in mind: 

1.      Include the same number of field names in the header source as there are data fields in the data source.

2.      List the field names in the header source in the same order as the corresponding information in the data  source.

3.     If both the header source and the data source are stored in a text file, use the same character (either a tab character () or a comma) to separate the data fields in the header source and data source.

4.     If you've already inserted merge fields in the main document, use the same field names in the header source. If the field names and merge fields don't match, change the field names in the header source or replace the merge fields in the main document.

4.12.3 Creating, Saving a data source and Entering Data Records

1. Make sure you've already set up the main document.

2. If you don't see the Mail Merge Helper dialog box, click in the main document (The document containing the text and graphics that remain same for each version of document for ex: The return address and body of the form letter),  and then click Mail Merge on the Tools menu.

3. Under Data source, click Get Data, and then click Create Data Source.

4. In the Field names in header row box, specify the data fields that you want to include in the data source:

•       To delete a data field, click the field name in the Field names in header row box, and then click Remove Field Name.

•       To add a data field, type a new field name in the Field name box, and then click Add Field Name.

•       To change the order of the data fields, click a field name in the Field names in header row box, and then click one of the arrow buttons.

5. When you finish specifying the data fields, click OK.

1. Locate the folder that you want to save the data source in, type a file name, and then click Save.

6. Click Edit Data Source.

7. In the Data Form dialog box, fill in the information for each data record:

•       To fill in a record, type information for a data field, and then press ENTER to move to the next field. If you don't want to include information for a particular field, press ENTER to skip the field. Don't type spaces in the box.

•      To start a new data record, click Add New.

8. When you finish entering data records, save the data source by clicking View Source, and then clicking Save on the Standard toolbar.

9. To return to the main document, click Mail Merge Main Document  on the Database toolbar.