![]() ![]() Changing the legend will not change the values you may have already selected from the drop-down lists. Tip: Make sure to customize the legend BEFORE you edit the schedule. In theory, you could also add more symbols and conditional formats, but that would require more advanced Excel skills. The symbols are listed in the Legend to the right of the schedule and can be customized by changing the values within the legend. O - The letter O is used to indicate when you are out of the office or taking a break. X - If the person does not show up for an appointment, you can mark it with an x. ✔ - You can use the check mark to indicate that your client or patient showed up and the appointment is complete. ⚑ - After an appointment is confirmed, you can change change the flag to this symbol. ⚐ - Use this symbol to flag the appointments that you have not yet confirmed. ★ - If you want to highlight special appointments, you can use this star symbol. Up next, we'll add some custom merge fields.The column to the left of each appointment uses a data validation drop-down list with various symbols to automatically change the background and font colors. Let's Preview a few names to make sure the greeting line looks the way we want it to.Ĭlick Preview Results to see the greeting in the document. Now, because there's no more Courtesy Title field, Word chooses a different greeting line format. We don't have a good match for Courtesy Title, so let's select (not matched). What happened is Word automatically matched the Courtesy Title field to the Title column in the Excel table.īut the Title column contains job titles, not courtesy titles. So why does the Preview have this odd format? Well, problems like this are most often caused by mismatched fields, and you can fix that by clicking Match Fields. The default greeting should be in this format: Dear Mr. For now, we'll assume the list is good and click OK.Īnd let's see what happens when we add a merge field. This is where you can refine the list before you run the mail merge.įor example, you can locate Duplicate entries, Search, Sort and Filter. To check the data, click Edit Recipient List, and there is the list from the Excel table and the Excel column header. This tells Word to use the table column headers as the names for the merge fields. ![]() Make sure First row of data contains column headers is checked. You have a lot of choices for the type of data you can use. Next, click Select Recipients and Use an Existing List. The current document is a letter, but let's click E-mail Messages to change that to an email message. With your document open, click the MAILINGS tab and Start Mail Merge. When you add a table in Excel, the columns become the merge fields that you use in your mail merge document. If you use Excel, you can take advantage of all the tools for working with data and numbers.įor example, this list is pretty small, but you could create a workbook with numerous lists in tables that contain thousands of entries. In the first course, we created a list from our Outlook contacts and then created one from scratch in Word.īut you can also import lists from other sources, like Microsoft Excel files. In Introduction to Mail Merge you learned the basics: how to set up mail merge with the wizard, create a list of recipients, add basic mail merge fields, and print envelopes.įirst let's take a look at recipient lists. To finish the merge, click Finish & Merge, and then click Print Documents or Send E-mail Messages.Ĭreate or delete an Excel table in a worksheet When your document’s ready, click Preview Results and click the arrows to see each specific copy of the document. Or add addresses from your list by clicking Mailings > Address Block. For example, to add a greeting line to an email message or a letter, click Mailings > Greeting Line. Next, you can insert mail merge fields that pull the information from your spreadsheet into your document. Now the Excel spreadsheet’s connected to the mail merge document you’re creating in Word. If Word prompts you, select Sheet1$ and click OK. When the data’s ready, start the mail mergeĬlick Mailings > Start Mail Merge, and then click the kind of merge you want to run.Ĭlick Select Recipients > Use Existing List.īrowse to your Excel spreadsheet, and then click Open. If your spreadsheet includes dates, times, currency values, or postal codes that begin or end in 0, see Format mail merge numbers, dates, and other values. For example, to address readers by their first name, make sure you have separate columns for first and last names.Īll the data you want to merge is in the spreadsheet. The columns in your spreadsheet match the fields you want to use in your merge. The merge runs more smoothly if all the information you want to include is ready-so, make sure: Customize your mail merge with personalized messages. Import lists from Excel, and use Excel's data and number tools. ![]()
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