You can use these fields, or you can delete each one by positioning the insertion point over the field name until a DOWN ARROW is displayed. NOTE: Some field names may appear in the query pane (the big white rectangle under the tables). In the first Excel table, click the field that you want to join (for example, the IDNumber field), and then drag the pointer to the similar field in the second Excel table. NOTE: This file must be located in the same directory as the file you added in the Query Wizard. In Microsoft Query, click Add Tables on the Table menu.Īt the bottom of the Add Tables dialog box, next to Workbook, select the other Excel file that you want to use in the merge. To join the data in Microsoft Query, follow these steps: Microsoft Query starts, and the information from the first Excel file is available.Īdding the Second File and Joining the Data in Microsoft Query NOTE: You must select a field that both sheets have in common - in this case IDNumber.Ĭlick Next three times (to ignore filtering and sorting).Ĭlick the View Data or edit query in Microsoft Query option, and then click Finish. One at a time, select the column names that you want to use to create the mail merge data source, and then click the > button. In the Query Wizard – Choose Columns dialog box, under Available Tables and Columns, double-click the named range that appears. If it is not selected, select it, and then click OK. Your newly created data source should be selected in the Choose Data Source dialog box. Locate and select the first Excel file, and then click OK until you return to the Choose Data Source dialog box. Select the Database Version (for example, Excel 97-2000), and then click Select Workbook.
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Under Select a driver, select Microsoft Excel Driver (*.xls).
With New Data Source selected, click to select the Use the Query Wizard to create/edit queries check box, and then click OK. In the Word Mail Merge Helper, click Get Data, click Create Data Source, and then click MS Query. To create the Microsoft Query data source, follow these steps: Now you’re ready to create the data source. On the File menu, click New, and then click OK.Ĭlick Create, click Form Letters, click Active Window, and then click Close. To start the mail merge, follow these steps: (Be sure to save the files in the same directory.)Īfter modifying the files in Excel, you can start the mail merge in Word. Type a name, click OK, and then save the file. On the Insert menu, point to Name, and then click Define. Select the portion of the file containing the text. Open the first workbook, and then select the sheet that contains the information that you want to use in the mail merge.
When you connect the two files using Microsoft Query, you can retrieve all of the information about James Jones into a single data source.Īfter the files have been created, name the ranges of information in each sheet. That is, James Jones (IDNumber 1 in File1) should live at 333 3rd Ave (IDNumber 1 in File 2).
That is, IDNumber 1 should represent the same employee in both sheets. That is, the column heading should be the same, and the information in File1 should correspond to the information in File2. The IDNumber column in File1 should be similar to the IDNumber column in File2. In these two sample Excel files, File1, cell A1 contains the word “IDNumber,” cell B1 contains the word “Firstname,” cell C1 contains “Lastname,” and cell D1 contains “Position.” In File2, cell A1 contains the word “IDNumber,” cell B1 contains “Address,” and cell C1 contains “Salary.”Ī1: IDNumber B1: Firstname C1: Lastname D1: PositionĪ3: 2 B3: Harry C3: Anderson D3: Administration Each column of information needs a heading name (do not use spaces, quotation marks, apostrophes, or hyphens in the heading names). For the files to be combined inside Microsoft Query, the files must be in the correct format in Excel. This allows you to create a mail merge that contains the ID numbers, first names, last names, addresses, positions, and salaries. If the ID numbers in both files are the same, you can link the two files by using the similar (or common) ID field. One file can contain a list of ID numbers, first names, last names, and positions, and another file can contain a list of ID numbers, addresses, and salaries. Merging two Excel files allows you to combine related information into a single file.įor more information about creating a mail merge data source in Microsoft Excel, click Microsoft Excel Help on the Help menu, type work with a mail merge data source in the Office Assistant or the Answer Wizard, and then click Search to view the topic. You may want to do this so that you can combine related information into a single file and use it in a Microsoft Word mail merge.
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This article describes how to use Microsoft Query to merge two Microsoft Excel 2000 files.
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