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MS Word Does Not Display All Database Mail Merge Fields

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:

  1. Within MS Word’s Insert Merge Field drop down, note the last merge field listed. For example, Matter_Relation_Employee_Name_Display.
  2. In the MS Excel merge database file, press CTRL + F
    Excel launches the Find & Replace window.
  3. Enter the field name exactly as it appears in the drop down. For example, Matter_Relation_Employee_Name_Display.
  4. In the lower right corner, click Find Next.
    MS Excel locates the cell containing the field name.
  5. Place your cursor in the cell to the right of that cell.
  6. 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.
  7. Press CTRL + C
    MS Excel copies the entries to its clipboard.
  8. In the upper left corner, click File > New.
  9. Toward the upper left corner, click Blank Workbook.
    MS Excel opens a new workbook.
  10. 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.
  11. Click File > Save As
  12.  Name the file and save it to your preferred location.
  13.  In the MS Word toolbar, click Select Recipients > Use an Existing List.
    The Select Data Source window opens.
  14. Locate your new Excel file on your hard drive.
  15. Either double-click the file, or single click it to highlight it, then click Open.
    The Select Table window opens.
  16. Either double-click your file, or single click it to highlight it, then click OK.
  17. Click Insert Merge Field.
    The remaining fields are available for insertion within your merge document.
Updated on August 30, 2021

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