How do I mail merge photos?

Hi Debbie,

Good day to you!

I believe that many users may encounter similar issue, and your case could serve as a valuable reference for them. 

Therefore, I would make a brief summary of this post so that other forum members could easily find useful information here:  
Issue Description: 

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The customer wants to use a spreadsheet that includes photos as a data source for a mail merge and needs guidance on how to ensure the photos appear correctly in the Word document.

Assessment: 
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1. Prepare Your Image Files:

• Organize: Place all the photos you want to merge into a single folder on your computer. It's best if this folder is in a stable location (e.g., not on your desktop if you plan to move the files).

2. Add a Column for Image Paths/URLs: In your Excel spreadsheet, create a new column (e.g., "PhotoPath" or "Image").

• Insert the Full Path/URL: For each row, in this new column, insert the full and exact path to the corresponding image file.

3. Prepare Word document:

• Open your word > Mailing > Start Mail Merge > choose the type of document you're creating (e.g., Letters, Email Messages).
• Click Select Recipients > Use an Existing List. Browse to and select your Excel spreadsheet.
• Enter the fields like name, age from the Excel sheet into the Word file via the Insert Merge Fields command from the Mailingstab
• Type "Image" next to the Image field. Select the "Image" text > Insert > Quick Part > Field...
• There will be a new dialog box. In the Fieldnames options menu, select IncludePicture. In the FIeld Properties box,enter any name, and put“Image” in the field >Click OK.
• After that, Press ALT + F9 to show the code. Select the IMAGE part in the highlighted image code and then go to Mailings > Insert Merge Fieldtab. > Select the Imagefield from the drop-down menu.
• Press ALT + F9 again to back to normal
• From the Mailings tab, click on Finish & Merge > **Edit Individual Documents.**Select All > OK
• Images might not still be visible. To make it visible, press Ctrl + A to select all the contents in the Word file, then press F9. A warning dialog box will appear. Click on Yes on that box.

More information 

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Please kindly prefer previous moderator's screenshots for further step-by-step visualization.

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Greatly Appreciate again for your patience and understanding.  

I wish you keep safe and wish you all the best in year 2025 as well! 😊  

Warm regards, 

Katherine V - MSFT | Microsoft Community Support Specialist

Hi Debbie Scott2,

Good day and thank you for posting on Microsoft Community. We are happy to assist you.

To use spreadsheet (with photo) as a data source for Word Mail merge, please kindly follow these steps:

1. Prepare Your Image Files:

• Organize: Place all the photos you want to merge into a single folder on your computer. It's best if this folder is in a stable location (e.g., not on your desktop if you plan to move the files).

2. Add a Column for Image Paths/URLs: In your Excel spreadsheet, create a new column (e.g., "PhotoPath" or "Image").

• Insert the Full Path/URL: For each row, in this new column, insert the full and exact path to the corresponding image file.
• Important: When entering paths in Excel, use double backslashes. Your Excel image URL should show as below picture.

3. Prepare Word document:

• Open your word > Mailing > Start Mail Merge > choose the type of document you're creating (e.g., Letters, Email Messages).
• Click Select Recipients > Use an Existing List. Browse to and select your Excel spreadsheet.
• Enter the fields like name, age from the Excel sheet into the Word file via the Insert Merge Fields command from the Mailings tab
• Type "Image" next to the Image field. Select the "Image" text > Insert > Quick Part > Field...
• There will be a new dialog box. In the Field names options menu, select IncludePicture. In the FIeld Properties box, enter any name, and put “Image” in the field >Click OK.
• After that, Press ALT + F9 to show the code. Select the IMAGE part in the highlighted image code and then go to Mailings > Insert Merge Field tab. > Select the Image field from the drop-down menu.
• The result should be like this:
• Press ALT + F9 again to back to normal
• From the Mailings tab, click on Finish & Merge > Edit Individual Documents. Select All > Ok
• Images might not still be visible. To make it visible, press Ctrl + A to select all the contents in the Word file, then press F9. A warning dialog box will appear. Click on Yes on that box.

I hope this information is helpful to you.

Please understand that our initial response does not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution. 

Thank you for your patience and understanding. I am looking forward to your response.

Sincerely,

Nam-D - MSFT | Microsoft Community Support Specialist.

Hi Debbie Scott2,

Good day to you. Just checking in to see if the above information was helpful. If you have any further updates on this issue, please feel free to post back. If you think my reply is helpful to you, please remember to mark it as an answer. Warm thanks. 

Sincerely,

Nam-D - MSFT | Microsoft Community Support Specialist.