Merging Appropriate Data from Spreadsheet
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.