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Mail Merge

Mail merge automates the addition of names and addresses from a database to letters and envelopes for mass mailing, but the add-in is not intended for high-volume use. It allows for personalized document creation by looking up recipient data and updating Word/PowerPoint templates, though updates must be done individually. Additionally, the document discusses localization features for currency and language, dynamic content layout options, and importing external data into Excel for analysis.

Uploaded by

Caceres Jairo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
1 views4 pages

Mail Merge

Mail merge automates the addition of names and addresses from a database to letters and envelopes for mass mailing, but the add-in is not intended for high-volume use. It allows for personalized document creation by looking up recipient data and updating Word/PowerPoint templates, though updates must be done individually. Additionally, the document discusses localization features for currency and language, dynamic content layout options, and importing external data into Excel for analysis.

Uploaded by

Caceres Jairo
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Mail Merge

See Excel Worksheet: Mail Merge


Mail merge is defined as: the automatic addition of names and addresses from a database to letters and envelopes in order to
facilitate sending mail, especially advertising, to many addresses.
The add-in was not designed for high-volume automated mail merge and it should not be used as a replacement for Word’s native
“Mailings” (Mail Merge) features.
The add-in can effectively be used to lookup recipient data from a list/table, calculate results, then update Word/PowerPoint
templates. This enables rapid creation of personalized data-intensive documentation. However, unlike Mail Merge, the documents
must be updated one at a time.
The example below looks up company data from an Excel table based on a drop-down list, calculates results, then updates text, a
table, and a chart in Word/PowerPoint. This process would have to be repeated for each recipient.

Based on our analysis, we believe Berkshire


Hathaway could save $351 billion by
purchasing our solution. Act today and you can
purchase it for only $75 billion.

Per Company
Employee Total (Billions)

Our Savings $930 $350.6


Competitor
$300 $113.1
Savings
Solution
$200 $75.4
Cost

AnalysisPlace Sample Content -- Sunday Nov 19, 2023 2:51 PM


Localization (Currency and Language)
It is often important to be able to easily localize (currency and language) assessment tools and results documents. For example:
• supporting users who are located in different regions
• creating documents for customers located in other countries

Currency Switching (currency symbols and exchange rates)


See Excel Worksheet: Currency
This example shows how to change currency symbols and exchange rates (via a drop-down selection) in your Excel and destination
documents.

Your net benefit is expected to be 211.67 €.

Annual
One Time Recurring Project Total
Total
94.07 € 18.81 € 188.15 €
Investment

Total Benefits 47.04 € 70.56 € 399.81 €

Net Benefit 211.67 €

Language Switching
See Excel Worksheet: Language
The example below shows how to change language (via a drop-down selection) in your Excel and destination documents. It also
changes currency.
EVALUACIÓN DEL VALOR EMPRESARIAL DE LA SOLUCIÓN
Basándonos en nuestro análisis, creemos que su empresa podría ahorrar 177.00 € millones comprando
nuestra solución. Actuar hoy y se puede comprar por sólo 199.12 € Mil millones.

Recurrente Total del


Una vez anual proyecto

Inversión total 88.50 € 17.70 € 177.00 €

Total de
44.25 € 66.37 € 376.12 €
beneficios

Beneficio neto 199.12 €

Often organizations have a destination document template for each language and a single Excel workbook is used to update the
dynamic content in the destination documents.

AnalysisPlace Sample Content -- Sunday Nov 19, 2023 2:51 PM


This is often combined with the Excel table “Disable Cell Updates” feature. Table row/column header text is left unchanged in each
document (which are in different languages) and only the cells with data are updated. This avoids the need to transfer the text (in
each language) from Excel to the Word/PowerPoint tables.
The “Cloud Reporting” in the Enterprise version is also very helpful with this scenario: the user selects the region
(currency/language) in an Excel drop-down, completes their assessment, then simply selects the desired report template (there
would be one for each language) from a drop-down in the add-in and they download the personalized report in the customer’s
preferred language/currency.

Layout Options
Dynamic content can be incorporated in a variety of ways (not just in-line) enabling great-looking documents/presentations.

Word
The content controls can be placed in-line with text (the default) or Merchant Date Category Amount
you can insert the controls within containers, such as text boxes, The Phone 11/19/2023 Communications $120.00
and these containers can be placed anywhere (not just in-line with Company
text). This enables very powerful/flexible layout options, such as Best For You 11/17/2023 Groceries $27.00
updatable dashboards, infographics, and great-looking personalized Organics
branded marketing/sales material. Company
In the example to the right, a table is placed inside a text box and Coho 11/16/2023 Restaurant $33.00
the text box wrapping style is set to square. Vineyard
Trey 11/14/2023 Other $135.00
PowerPoint Research
All PowerPoint content is shape-based. Shapes can be titles, text
Best For You 11/13/2023 Groceries $97.00
boxes, tables, images, etc. Shapes are tagged (with the link code in
Organics
the shape’s alt-text property) and updated by the add-in. Shapes Company
can be placed anywhere on a slide (including overlapping). A slide
can contain many shapes. Slides and shapes can be copied/pasted
and will retain their links.

Headers, Footers, and Master Slides


In Word, linked text can be placed in headers and footers.
In PowerPoint, master slides can contain linked content.

AnalysisPlace Sample Content -- Sunday Nov 19, 2023 2:51 PM


Import Data - Importing external data into Excel
Users commonly import data from external sources into Excel, so it can then be consolidated/analyzed in Excel and then updated in
Word and PowerPoint documents. Common data sources include: web site data; databases; Azure; CRM/ERP systems, such as
Salesforce; other Excel workbooks, web services, XML/JSON data, etc.
Here are a few Microsoft resources that may be helpful:
• Import data from external data sources (Use Excel's Get & Transform (Power Query) experience to import data into Excel
from a wide variety of data sources. You can then use the Query Editor to edit query steps to shape or transform data.)
• Get & Transform in Excel Get & Transform enables you to connect, combine, and refine data sources to meet your analysis
needs.
• Overview of connecting to (importing) data This reference article discusses importing and connecting data. You will learn
about tasks like importing, updating, securing, and managing data.
Most major software/app vendors provide ways for users to securely import data into Excel. There are also many 3rd-party solutions,
including other add-ins, to help connect Excel to apps and other data sources. Microsoft’s Power BI is also commonly used to import
and analyze enterprise data.
The Enterprise version also contains a “Data Refresh” feature that can automatically update frequently updated data (such as pricing
and exchange rate data) every time the workbook is opened.

AnalysisPlace Sample Content -- Sunday Nov 19, 2023 2:51 PM

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