Add fields to existing mail merge lists

[Deb]

I've searched microsoft word help but cannot find any information about how
to add a field to a mail merge list without having to create a new list.

 

[Peter Jamieson]

It depends on the version of Word and the type of list.

If it's Word 2007 and you created a standard "Office Address List" (OAL)
within Word, with a .mdb extension, you /should/ be able to go to Edit
Recipient List, click the file name in the "Data Source box", then click the
Edit button which should ungrey, then click Customize Columns.

If it's Word XP/2003 and you used an OAL, you should be able to do something
similar except go to Edit Recipients (e.g. via the Mail merge Wizard task
pane, or by enabling the Mail merge toolbar and clicking the third button.
Then click Edit, then Customize.

If it's Word 2000 or earlier or a different kind of data source, let us know
the details...

 

[macropod]

Hi Deb,

If you know the field's name, you should be able to create the merge field manually. Just type Ctrl-F9 to create a pair of field
braces (ie '{ }'), then type 'MERGEFIELD MyField' between the braces, thus: '{MERGEFIELD MyField}', where 'MyField' is the field
name.

Depending on the type of field, you may also want to add some formatting switches. For that, see Word's Help file and/or:
http://www.gmayor.com/formatting_word_fields.htm

When you're done, press F9 to update the display, then save the document. You're now ready to run the mailmerge.

 

[Sheryl Versluis]

I currently have Word 2007 installed on my computer. My document is saved from Word 2000...compatible with the 2007 version. My data list is saved as a .doc. Is it possible for me to add a new "field" to my list??

I have searched microsoft word help but cannot find any information about how
to add a field to a mail merge list without having to create a new list.

On Wednesday, July 09, 2008 12:29 PM Peter Jamieson wrote:
It depends on the version of Word and the type of list.

If it's Word 2007 and you created a standard "Office Address List" (OAL)
within Word, with a .mdb extension, you /should/ be able to go to Edit
Recipient List, click the file name in the "Data Source box", then click the
Edit button which should ungrey, then click Customize Columns.

If it's Word XP/2003 and you used an OAL, you should be able to do something
similar except go to Edit Recipients (e.g. via the Mail merge Wizard task
pane, or by enabling the Mail merge toolbar and clicking the third button.
Then click Edit, then Customize.

If it's Word 2000 or earlier or a different kind of data source, let us know
the details...

--
Peter Jamieson
http://tips.pjmsn.me.uk

news:[email protected]...

On Wednesday, July 09, 2008 9:04 PM macropod wrote:
Hi Deb,

If you know the field's name, you should be able to create the merge field manually. Just type Ctrl-F9 to create a pair of field
braces (ie '{ }'), then type 'MERGEFIELD MyField' between the braces, thus: '{MERGEFIELD MyField}', where 'MyField' is the field
name.

Depending on the type of field, you may also want to add some formatting switches. For that, see Word's Help file and/or:
http://www.gmayor.com/formatting_word_fields.htm

When you're done, press F9 to update the display, then save the document. You're now ready to run the mailmerge.

--
Cheers
macropod
[MVP - Microsoft Word]


"Deb" <[email protected]> wrote in message news:[email protected]...

 

[macropod]

I currently have Word 2007 installed on my computer. My document is saved from Word 2000...compatible with the 2007 version. My data list is saved as a .doc. Is it possible for me to add a new "field" to my list??

Yes. Simply add a new column to your data table, give that column a heading, then add the data. Next time you open the mailmerge main document, the new column's data should be available for merging - simply add the required mergefield.