Merging Appropriate Data from Spreadsheet

Understanding Data Merging

Be aware that data merging, also known as mail merging, is a way of integrating data from a spreadsheet into a word processor or desktop publishing document.
Know the purpose of data merging: to create personalised documents like letters or certificate copies with unique data, drawn from a database or spreadsheet, for each recipient.
Understand that the source of data for most word-processing and desktop publishing programs is typically a spreadsheet.

The Spreadsheet

Recognise the need to prepare the spreadsheet in advance. It should contain all necessary information, be organised, and clean of errors.
Ensure spreadsheet column headers match the fields you will use in your document. For example, a column labelled ‘Name’ would match the field «Name» in your document.
Be aware that data merge uses first row of the spreadsheet as field names. The rows below that serve as individual records.

Merging Data

Know how to prepare your document for data merge. This typically involves opening a new or existing document and launching the data merge/mailer wizard from your software’s tool menu.
Understand the need to link your document to the spreadsheet. This is usually done by browsing for the spreadsheet file and specifying which worksheet it should use.
Know how to insert fields into the document. Once the document is linked to the spreadsheet, field names should appear in the merge toolbar for insertion.

Performing the Merge

Understand the step of previewing the merge. This helps to ensure the data appears correctly in the document.
Know how to execute the merge, causing the software to generate a series of documents according to the data in each row of the spreadsheet.
Be aware that after performing the merge, each document can be edited individually, if necessary.

Error Handling

Be aware that errors may occur during the merge process. Common issues include mismatched field names, blank spreadsheet cells, or incorrect formatting.
Understand the importance of proofreading each merged document to ensure that the data is correct and that there are no formatting or spelling errors.

Data Security

Know the importance of securing personal data in accordance with your organisation’s policies and data protection laws. Accidental misuse or loss of data can have serious consequences.
Understand that data should be stored and disposed of securely. Avoid maintaining unnecessary copies of spreadsheets or merged documents containing personal data.