Data sources you can use for a mail merge

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You can use just about any type of data source (data source: A file that contains the information to be merged into a document. For example, the list of names and addresses you want to use in a mail merge. You must connect to the data source before you can use the information in it.) for a mail merge.

 Important   Accessing any of these data sources from an HTTP location is not supported. Save the file to your local hard drive before you use it as a mail merge data file.

Here are examples of data sources.

ShowMicrosoft Outlook Contact List

You can retrieve contact information directly from your Outlook Contact List.

ShowMicrosoft Office Address List

You can create a simple Office Address List during the mail merge, and access it for later use. This is best for small, simple lists that you don't use frequently.

ShowMicrosoft Excel worksheet or Microsoft Access database

With Excel, you can select data from any worksheet or named range within a workbook. With Access, you can select data from any table or query (query: A means of finding all the records stored in a data source that fit a set of criteria you name. Queries can contain operators, quotation marks, wildcard characters, and parentheses to help focus your search.) defined in the database.

ShowOther database files

You can use:

You can access these sources or start the Data Connection Wizard by clicking New Source in the Select Data Source dialog box.

ShowHTML file

ShowDifferent type of electronic address book

You can use the following types of address books:

ShowMicrosoft Word data source or a header source

You can use a Word document as a data source. The document should contain a single table. The first row of the table must contain headings, and the other rows must contain the records you want to merge. You can also use a header source (header source: A document that contains the header row (or header record) to be used with the data source specified for a mail-merge main document.) as a data source.

ShowText files

 Note   If you installed Microsoft Office (instead of installing Microsoft Word by itself), you can also use Microsoft Query to construct a query (query: A means of finding all the records stored in a data source that fit a set of criteria you name. Queries can contain operators, quotation marks, wildcard characters, and parentheses to help focus your search.) and retrieve the data you want from an external data source (external data source: A data source that contains the data a user wants to gain access to: for example, a Microsoft Excel list or a Microsoft Access database.).

 
 
Applies to:
Word 2010, Word 2007, Word 2003