The idea of mail merge is simple & powerful. Imagine you handle recruitment at a large company. You just hired 300 analysts for the big data division. The next job – generate employment offer letters for each of them. Of course, you don’t want to type these letters one at a time. You have the details of all the 300 offers (name, email, address, offer code, role, benefit package details and date of joining etc.) in a spreadsheet. You also have a template of the offer letter.
Enter mail merge. This powerful feature combines MS Word documents with (Excel) data to generate all the 300 letters in just few minutes.
You can use mail merge in many similar situations – like generating invoices, address labels, certificates etc.
Read the below tutorial to learn how to set up mail merge in Word.
Tutorial – using mail merge to generate invoices
For this tutorial, let’s pick the example of generating invoices.
Step 1 – Create a workbook with your data
Let’s say your invoice has 11 fields, as shown below.
Create a workbook with 11 columns and load data as shown below.
Step 2 – Create an invoice template in MS Word
Open a new document in MS Word and create a document structure that reflects your invoice. You may download the invoice template for inspiration.
At this stage, our invoice looks like this:
Step 3 – Activate Mail Merge
Go to Mailings ribbon in MS Word and click on “Start mail merge” button. Choose the document type that best describes what you are doing (for invoices, you can choose either letter or normal word document)
This activates mail merge mode on your document.
Step 4 – Load data
Now, we need to load the field data. Click on “Select recipients” and choose “Use an existing list”. This opens File>Open dialog. Navigate to the folder where you saved Excel workbook with invoice data and select the file.
Step 5 – Insert fields at right places
Now that we have a list of fields, load them at necessary location in the invoice template using the “Insert Merge Field” button.
Pro tip: You can use Rules option to set up If then rules based on field values. (for example, if the payment reference # is empty, you can show different text)
At this stage, our invoice looks like this:
Step 6 – Preview & complete mail merge
Using the preview results area, check if everything is ok. Once you are ready, click on “Finish & Merge” to generate individual word documents or emails or prints of the invoices.
Pro tip: If you have a PDF printer, you can use that to generate PDFs for each invoice automatically.
Download Mail Merge tutorial files
There are 2 files in this tutorial – Excel workbook with invoice data & Word document with mail merge setup.
After downloading the files:
- Place them in the same folder.
- Open the Word document.
- At this point, you should get an error. Click ok.
- This will open Data link properties dialog.
- Type the full path of the downloaded Excel workbook in the Data source field. Click ok (see image).
- This should establish the connection for you.
Do you mail merge?
Mail merge is a very powerful and time saving feature. I use it often when I need to generate a lot of documents in one go.
What about you? Do you use mail merge? Please share your experiences & tips in the comments section.
21 Responses to “Red vs. Blue – 35 Cool Visualizations on 2008 US Presidential Election”
[...] Read the rest of this great post here [...]
[...] post by WP-AutoBlog Import var AdBrite_Title_Color = '0000FF'; var AdBrite_Text_Color = '000000'; var [...]
Impressive list, though a few of these clearly qualify as junk (the second one with the hairy circle segments, for example).
Also, that McCain vs. Obama tax plan comparison is wildly distorted, for a debunking and redesign see here: http://chartjunk.karmanaut.com/taxplans/
Holy information/data overload. There are some great visualizations here, but also that are not so good. This list may have been better in small chunks.
[...] Haired Dilbert has some pretty cool visualizations for the ‘08 Election featured on his blog. I really liked this [...]
Cool list!
I know another widget that might have your interest.
It shows the progression of polls and uses data from electoral-vote.com.
I think you might like it:-)
http://www.youcalc.com/apps/1221747067033
... and its easy to put on your blog and fits in your sidebar!
Make a difference, keep on voting!
@Robert .. Agree, few of the charts are not really great. thanks for link, I have updated the post with the link.
@Tony ... That was the point. I wanted to compile a huge list with all the visualizations worth a look.
@Michael .. Welcome to PHD blog 🙂 thanks for sharing that link.
[...] Check the rest out here. [...]
[...] has progressed. With one look you can see on what issues candidates debated most. Also see these 35 different visualizations on 2008 US Elections [via Information [...]
[...] Red vs. Blue - 35 Cool Visualizations on 2008 US Presidential Election Perspctv - another Election Tracking Site. Presidential Watch - what various websites are saying. The Economist’s pole - Economists prefer Obama over McCain. NYTimes - Poll Tracker. Gallup poll tracker… Google Maps Projections Tracker … [...]
[...] Aqui pode igualmente encontrar uma compilação de 35 [...]
[...] 35 Cool Visualizations on 2008 US Presidential Election - Obama vs. McCain [...]
[...] Also see these 35 visualizations from on Obama vs. McCain in US Polls. [...]
First let me say that I love this blog. I have been scouring the Internet and more than likely overlooking the obvious. Can someone lead me to the OFFICIAL source of elections results? I am looking for voter data by county or even town if possible.
The reason I ask is because on Boston.com, they listed the results by town, and have to assume that there is an offical source.
Anyway, any help you can provide will be greatly appreciated!
@Brock: Thank you so much. I guess fec.gov should put up the results as soon as all counties report the results officially. I dont know but I guess it should take a few days before the data is compiled and released to public.
Alternatively did you see what nytimes.com has to offer? They have a county level breakup of results and majority figures in visualization form.
Thanks for your help!
[...] 35 Cool Visualizations on 2008 US Presidential Election - Obama vs…. [...]
@Brock: You can get the data from USAToday site : http://www.usatoday.com/news/politics/election2008/president.htm
just scroll down and select the state name to see its county results in tabular form.
Thanks again. I also stumbled upon this. http://general-election-2008-data.googlecode.com/svn/trunk/json/votes/2008/. It appears as if there was a Google project with the data. I do not know a web programming language, but I am sure there is an easy way to catch the data and put it into a database.
[...] to give a deeper insight into the elections. A top 35 of those visualizations are listed in the Chandoo.org website. B. Shneiderman’s very interesting network analysis of the Senatorial voting patterns is [...]
ts not cool or notx