Adding multiple rows from Excel into a Mailmerge

Question

Hi,

I have a spreadsheet with a list of courses and i'm trying to email individuals with their specific list of required courses. I'm fine with the basic mail merge, but can't seem to get the NEXTIF and MERGEFIELD sequence to work.

For example, i want Individual 1 to get the list of 5 training courses, their due date and status in one email. Same for indivdual 2 and so on.

I have tried to refer to the previous posts but I just can't seem to get this to work, please help before my laptop takes a leap out of the window!

Thanks in advance!

Answer 1

Hi Copey9 Greetings!

Thank you for posting in Microsoft Community. We are happy to help

To achieve this personalized email distribution, you'll need to combine mail merge with conditional logic using NEXTIF fields. Here's a step-by-step guide:

Ensure your spreadsheet has columns for "Individual ID," "Course Name," "Due Date," and "Status."

In your word processor, start a new document and initiate a mail merge. Select your spreadsheet as the data source.

Insert merge fields for "Individual ID," "Course Name," "Due Date," and "Status" in the desired location of your email template.

Implement NEXTIF Logic: To group courses for each individual, use the NEXTIF field. Insert the following NEXTIF field before the first merge field for "Course Name":

{NEXTIF { MERGEFIELD "Individual ID" } = { MERGEFIELD "Individual ID" } }

This NEXTIF field ensures that only courses associated with the current individual's ID are displayed.

Repeat Merge Fields: After the NEXTIF field, insert the merge fields for "Course Name," "Due Date," and "Status" within curly braces. Repeat this set of fields for each course associated with the current individual.

Finish the mail merge process by selecting the appropriate options for recipients, previewing the merged documents, and performing the final merge.

This approach will generate personalized emails for each individual, listing their specific courses, due dates, and statuses.

Check these links for further guidance https://support.microsoft.com/en-au/office/use-mail-merge-to-send-bulk-email-messages-0f123521-20ce-4aa8-8b62-ac211dedefa4 https://support.microsoft.com/en-au/office/video-create-a-contact-group-from-an-excel-list-e9a4f097-244d-4dc7-afdc-bcd44d3bca98

https://mailmeteor.com/blog/mail-merge-excel#:~:text=Set%20up%20your%20mail%20merge%20data%20in%20Excel&text=And%20open%20a%20new%20spreadsheet,insert%20in%20your%20mail%20merge.

Kindly let me know if the possible solutions provided helps and if you need any other assistance, I will be more than happy to help further.

Please, remember to give back to the community. Help the next person with this problem by rating how this conversation was helpful. Kind Regards -Adedayo