【 Configure Data Source in Word 】 Step by Step Guide ▷ 2022

One of the main advantages offered by Microsoft is the correspondence data function, this has undoubtedly become an advantage for most usersand that it is also a function that is available both in , among other programs.

Being able to count on this function also known as will allow users to start use it to fill in the merge fields in mail merges, making this task even easier.

That is why in this post we are going to teach you a little more about these data sources and what are the main steps to set up a correspondence data source in Microsoft Word, To do this, follow everything that we will explain below in detail.

What is a correspondence data source and what is it used for in Word?

Data files or correspondence data sources is a place where take some data, as its name indicates. This function has as objective to be able to fill in the corresponding fields with each of the data have there stored correctly.

Also, these sources can be any data type with any file formatwhile the program be able to read it this data will be valid. In the case of microsoftoffice has several programs capable of developing this function, such as calculation software such as Excel, databases such as Access or word processors such as Word.

In the case of Microsoft Wordthe most common way to carry out this procedure is to perform a Mail merger from data taken from an Excel document. It should be noted that any Text file can serve as a data source either a flat file or an actual database file. So it can give rise to Form letters, labels, envelopes, directories, email messages, among others.

Steps to configure the correspondence data source in Microsoft Word

Taking into account everything mentioned above, and knowing clearer what this tool offered by Microsoft isNow all that remains is to explain what are the main steps So you can configure the source of the correspondence data in the word processor.

It is important to mention that there are three ways to choose the type of list to be used as a data source. To do this, follow each of the methods that we are going to teach you below:

New list

The first way is to create a new list in case you don’t have any data source yet, keep in mind that the list that is created will be saved as a data file that can be used whenever you need it, to create it you must follow these steps:

• The first thing will be to go to “File, Archive”, in the menu that appears there you must select the item “New” and then “Blank document”.
• Now when you are in the new document you must select the tab “Correspondence” located on the ribbon and there select the icon “Select recipients”.
• In the options that appear there you must select “Write new list”.

• Now a dialog box will appear on the screen where you must create your new address list, here you must write the corresponding information of each one of the recipients in their respective columns. Note that here you can add as many recipients as necessary.
• To add new records you must select “New Entry”.
• In case you need to add new columns to add new orders then you need to click on the option “Customize columns”.

• At this point you must select the name of the field you want to add and click on To accept, In the event that none is the one you want to add to the list, then you must click on “Add”.

• In the new painting that appears on the screen you must choose a file name you want and “OK”.

• Once you finish adding all the necessary data in the list, click on “To accept”.
• in the box “Save address list” you must put a name and click on “Save” in this way you will be creating your data source list.

From an existing list

The other way to carry out this procedure is through Excel spreadsheets or from himto Access database or any other data program that allows this function to be executed.

In the case of MS Excelis spreadsheet functions as a data source that is formatted correctly for Word’s word processor I can read them correctly.

To do this from Excel it is necessary to perform the following steps:

• The first thing you should do is create the excel data sourcewhich will be used for the word mail merge. In this case, you need to check that numeric data columns are in the correct format.
• This means that it must create a number column to match a category as currency or percentage.
• In the case of percentage You must be very careful when choosing, since you must take into account that the percentage format will multiply each value in the cells by 100. In order to avoid this you must assign the text format to a percentage column.
• It is very important to be able format postal codes as text for so retain data during a mail merge.
• In this case you must choose the column that contains zip codes or other data which you want to format.
• There you must go to the tab “Start” and select “Number”, then select the arrow below “number format” and then choose some of the options that appear there.

• Here it is important that you make sure add the corresponding symbols before or after each merge field. Next you can see the appearance of the symbols if they are omitted and if they are included.

• In the documents for mail merge it’s necessary that symbols are added before or after the merge fieldsas shown on the screen.

In the event that you want to carry out this procedure from the Access database, You will be able to do it by selecting any table or query defined in the database. This process is very similar to the one mentioned with Microsoft Excel.

In the event that you want to carry out this procedure from other database files, you will be able to do it by following these steps that we will show you below:

• The first thing to do is go to “Correspondence” and there choose the option “Select recipients”, “Use an existing list”.
• Now in the dialog select the option “Data origin” and then “new origin” so you can open the “Wizard for data connection”.

• The next thing will be to select the data source type that you want to use for the mail merge. Once you have selected it, you must click on “Following”.

• Here you must follow each of the instructions that are given to you in the “Data Connection Wizard” so you can complete this procedure with the combination document.

From the Outlook contact list

Another way to be able to retrieve contact information is through Outlook wearing your contact list in Word.

To do this you must follow the steps that we will indicate below:

• The first thing to do is go to the outlook platform and there you go to the option “Contacts”.
• Once you are in “Contacts” you must select all the names you want list. In case you want include all addresses you can also do it.
• The next thing will be to go to “Start” and there you select “Combination of correspondence”.
• Here you must select the option you want and then click on “To accept”.

• Now in Microsoft Word you should go to the tab “Correspondence” and insert mail merge fields to extract information from the Outlook contact list.

• next thing will be add the text you want in each of the documents, labels, postal message, envelopesamong others.
• you must choose the results preview and then click on “Following” either “Previous” to see each of the documents established there.
• For complete and finish this procedureyou must go to “To finalize” and there choose “Finish & Merge” and then click in “Print document or send email” here choose the method you want to finish the matching data source process.