Open an Existing List

Open a list of recipients for a letter from a data source created in a spreadsheet format file.

Individual data in a data source is called a record.

Steps

To create a spreadsheet format data source

  1. Use a spreadsheet application (e.g. Cell) to create data. In this example, use the following data.

  2. Once you have done with creating, save the data source as *.xlsx file format.

   The header fields “Customer Name”, “Membership Period (Years)” and “Membership Rating” are used as the merge fields, and the data contained in this merge field is called “Field Record”.

To import a data source

  1. Click Mailings > Select Recipients > Open an Existing List to select the data source file that contains the recipients of a letter.
  2. In the Select Table dialog box, review the information of the data source and click OK to import it.
  3. In the Mailings > Insert Merge Field list, check if the merge fields in the data source are listed.

  4. Click “Customer Name” in the list to insert this merge field into the document.
  5. Click Preview Result in the Mailings tab. The merge fields are displayed as actual information.
  6. In the Mailings tab, click Next Record or Previous Record to check if all records from the data source are displayed.
  7. Once you have done with checking, write a letter.

To write a letter and insert a merge field

  1. Write a letter to send to multiple people. In this example, use the following letter.

  2. In the Mailings > Insert Merge Field list, select the merge field that will be changed to the actual information of the recipient and insert it in the appropriate location.
    To distinguish between body text and merge fields, click Highlight Merge Fields in the Mailings tab.

  3. Click Preview Result in the Mailings tab. The merge fields are displayed as actual information.
  4. In the Mailings tab, click Next Record or Previous Record to check if all records from the data source are displayed.
  5. Perform Finish and Merge.

More Information

Select Table Dialog Box

Table list

Display information of the selected data source. The table name, description, type and modified or created date of the data source and so on.

See Also

Select Recipients, Choose from Outlook Contacts, Insert Merge Field, Highlight Merge Fields, Preview Results

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