Due to an MS Word limitation, only a partial list of the database merge fields file displays in Word’s Insert Merge Field drop-down.
To work around this limitation:
- Within MS Word’s Insert Merge Field drop down, note the last merge field listed. For example, Matter_Relation_Employee_Name_Display.
- In the MS Excel merge database file, press CTRL + F.
Excel launches the Find & Replace window.
- Enter the field name exactly as it appears in the drop down. For example, Matter_Relation_Employee_Name_Display.
- In the lower right corner, click Find Next.
MS Excel locates the cell containing the field name.
- Place your cursor in the cell to the right of that cell.
- Press your shift key and use your right arrow to move your cursor to the end of the row’s entries.
MS Excel highlights the cell containing entries.
- Press CTRL + C.
MS Excel copies the entries to its clipboard.
- In the upper left corner, click File > New.
- Toward the upper left corner, click Blank Workbook.
MS Excel opens a new workbook.
- With your cursor in the upper left corner’s cell (row 1, column 1), press CTRL + V.
MS Excel pastes your copied cells into the workbook.
- Click File > Save As.
- Name the file and save it to your preferred location.
- In the MS Word toolbar, click Select Recipients > Use an Existing List.
The Select Data Source window opens.
- Locate your new Excel file on your hard drive.
- Either double-click the file, or single click it to highlight it, then click Open.
The Select Table window opens.
- Either double-click your file, or single click it to highlight it, then click OK.
- Click Insert Merge Field.
The remaining fields are available for insertion within your merge document.