Mail Merging is an extremely useful feature of the office suits. Using this feature users can autofill hundreds of doc files at one go, even with Images. If you are curious to know how you can autofill docs with Mail merge, this article may come in handy for you. In this article, we are going to show how you can Mail merge pictures from Excel to Word with an elaborate explanation.
How to Mail Merge Pictures from Excel to Word: 2 Easy Ways
For demonstration purposes, we are going to use the below dataset. We have the name of three renowned people on the earth who are the founder of groundbreaking tech giants in the world. We also have their age, hometown, and the country of their origin. Then we create a small paragraph of biography with their images inside a word document.
Method 1: Utilizing Name of Pictures
Here the Image’s name will be placed in the Field code instead of its location.
Step 1: Prepare Word Document
- In the beginning, we need to prepare both the Excel and Word file document.
- For this, we need to prepare the draft of the word to determine what the structure will look like.
- The preliminary format is given below.
- In order to prepare this draft, we need some key information that varies from person to person. In this case, the variable information will be the person’s name. age, country of origin, hometown, etc.
- We are going to create a list of the information of different persons in the Excel sheets.
- The information we gathered is shown below.
Step 2: Insert Link of Pictures
Now we need to insert the images into a specified folder and then enter the images hyperlink
- To do this, first, go to the Insert tab, and from there click on the Link from Links group.
- After clicking the Link, then there will be a new dialog box asking for the location of the images on your pc.
- Select the image, and the location directory text that is going to show in the text box will be shown in the Text to Display box above.
- Click OK after this.
- Then you are going to notice that the link address now showing in cell G4.
- We need to modify the link address a little bit, adding another slash after every slash already in the link.
- Repeat the same process for the rest of the entry.
The work in the Excel sheet is done, and this list will be used in the Word file.
Step 3: Create Relation Between Excel and Word File
After completing the Excel file information, open the word file. and edit them accordingly to make room for images.
- The draft of the word file is already done, the texts in the draft we going to be repeated in every single entry in the list created in Excel.
- And the images are going to be added in the top right corner of the word file.
- Now from the Mailings tab, go to Select Recipients > Use an Existing List.
- Next, there will be a new file browsing window that will open. From that window, select the list file that we just created in Excel.
- Next, there will be a new window name Select Table, it will ask which sheet you want to choose. Select Sheet1 and click OK.
- After that, you can enter the field like name, age, and country from the Excel sheet into the word file from the Insert Merge Fields command from the Mailings tab.
- Now we are going to replace the Name, Age, Hometown, Country, etc value in the Word file.
- Select X as shown in the image, and then from the Mailings tab, click on the Insert Merge Field. Then click on the Name_ field.
- Select X as shown in the image, and then from the Mailings tab, click on the Insert Merge Field. Then click on the Founder_of field.
- Select X as shown in the image, and then from the Mailings tab, click on the Insert Merge Field. Then click on the Hometown field.
- Select X as shown in the image, and then from the Mailings tab, click on the Insert Merge Field. Then click on the Country_ field.
- Select X as shown in the image, and then from the Mailings tab, click on the Insert Merge Field. Then click on the Age field.
- Repeat the same procedure for the first part.
- After filling the fields, they will look something like the below image.
- Next, we will enter the image link in the word. To do this, go to Insert > Text group > Quick Parts > Field.
- Then there will be a new dialog box, from that box, in the Field names options menu, select IncludePicture.
- Then in the FIeld Properties enter any name, and we put “Image” in the field. And then click OK.
Step 4: Insert Picture into Word Document
Now we will put the image field in the code field and then format it accordingly.
- After we click OK, the image will load, but will not be visible yet.
- To resolve this, simply press Alt+F9.
- Doing this will enable the code format of the word, and let us edit the code manually.
- Then select the IMAGE letter in the highlighted image code and then go to Mailings > Insert Merge Field tab select the Image field, from the drop-down menu.
- After clicking on the Image field, the code will change like the below image.
- Press Alt+F9 again, but the image is not still visible.
- Then from the Mailings tab, click on Finish & Merge, then click on Edit Individual Documents.
- Then there will be another dialog box, in that box, select All, then click OK.
- Images might not still be visible. To make it visible, press Ctrl+A to select all the contents in the word file, and then press F9.
- A warning dialog box will appear. Click on Yes on that box.
- After clicking Yes, you will notice that the word file is filled with the merged image with merged information stored in the Excel sheet.
Read More: How to Make Address Labels in Word from Excel
Method 2: Utilizing Location of Pictures
In this process, we will enter the pictures’ location instead of their name in the field code.
Step 1: Prepare Word Document
Dataset needs to be prepared properly in order to avoid any kind of unwanted outcome.
- In the beginning, we need to prepare both the Excel and Word file document.
- For this, we need to prepare the draft of the word to determine what the structure will look like.
- The preliminary format is given below.
- In order to prepare this draft, we need some key information that varies from person to person. In this case, the variable information will be the person’s name. age, country of origin, hometown, etc.
- We are going to create a list of the information of different persons in the Excel sheets.
- The information we gathered is shown below.
Now we have to input the Image Number serially in this sheet, for example
Repeat the same for other cells.
The Excel dataset is now ready to use in word.
Step 2: Create Relation Between Word and Excel File
After completing the Excel file information, open the word file,
- The draft of the word file is already done, the texts in the draft we going to be repeated in every single entry in the list created in Excel.
- And the images are going to be added in the top right corner of the word file.
- Now from the Mailings tab, go to Select Recipients > Use an Existing List.
- Next, there will be a new file browsing window that will open. From that window, select the list file that we just created in Excel.
- Next, there will be a new window name Select Table, it will ask which sheet you want to choose. Select Sheet1 and click OK.
- After that, you can enter the field like name, age, and country from the Excel sheet into the word file from the Insert Merge Fields command from the Mailings tab.
- Now we are going to replace the Name, Age, Hometown, Country, etc value in the Word file.
- Select X as shown in the image, and then from the Mailings tab, click on the Insert Merge Field. Then click on the Name_ field.
- Select X as shown in the image, and then from the Mailings tab, click on the Insert Merge Field. Then click on the Founder_of field.
- Select X as shown in the image, and then from the Mailings tab, click on the Insert Merge Field. Then click on the Hometown field.
- Select X as shown in the image, and then from the Mailings tab, click on the Insert Merge Field. Then click on the Country_ field.
- Select X as shown in the image, and then from the Mailings tab, click on the Insert Merge Field. Then click on the Age field.
- Repeat the same procedure for the first part.
- After filling the fields, they will look something like the below image.
Step 3: Input Image Address in Code Format
Now, we need to input the image instead of the name in code format. This step should be followed carefully.
- Now we have the picture enclosure with the help of the table tool,
Put your cursor in the image field and then press Alt+F9. It will toggle to the source code of the document. And there will be a second bracket enclosure.
- Then type the following text inside the bracket enclosure: INCLUDEPICTURE “F:\\softeko\\Bill Gates.jpg”
- Here the location is the location of the first image in the folder. This will vary in your case.
After you enter the text as per the instruction given above, place your cursor right before the jpg. And then select the Image_Number field from the Insert Merge Field.
- Then the code will change and somewhat change like the below image.
- Press Alt+F9 to toggle back to normal mode. But the images are still not visible.
- From the Mailings tab click on Finish & Merge. Then click on Edit Individual Documents.
- Then there will be another dialog box, in that box, select then click OK.
- Images might not still be visible. To make it visible, press Ctrl+A to select all the contents in the word file, and then press F9.
- A warning dialog box will appear. Click on Yes on that box.
- After clicking Yes, you will notice that the word file is filled with the merged image with merged information stored in the Excel sheet.
Read More: How to Mail Merge from Excel to Word Envelopes
Download Practice Workbook
Download this practice workbook and the word file below.
Conclusion
To sum it up, the question “how to Mail merge pictures from Excel to word in 2 separate methods with elaborate explanations.
For this problem, a workbook is available for download where you can practice these methods.
Feel free to ask any questions or feedback through the comment section.
