Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Merging Graphics into Word Documents.

Merging Graphics into Word Documents

by Allen Wyatt
(last updated March 12, 2016)

3

The mail merge feature in Word is extremely powerful, and you can use it to easily create customized versions of documents from information in a data source (such as a Word table, an Excel worksheet, or an Access database). Normally the mail merge feature is used to merge text into a document—items such as a customer name or a part number. There may be times, however, when you want to merge a graphic into your document.

The key to merging graphics is to make sure that you don't try to merge the graphic itself, but to merge a field that "points" to the graphic file. For instance, you might have an Excel worksheet that contains a group of real estate listings. Just make sure you set up your worksheet so that it contains the file address of the graphic you want to merge. Each record in the worksheet should have a complete drive name, path, and file name (in a single column) for the graphic associated with that record. The following is an example of such a file address:

d:\listings\myhouses\smithhouse.jpg

For the purposes of this discussion, let's assume that you named the column PictureLocation. When you create your merge document in Word, you can include a merge field such as this:

{INCLUDEPICTURE "{MERGEFIELD PictureLocation}" \d}

Notice that this is actually two fields within one. It is important to make sure that you include the quote marks, as indicated. When Word merges the document, it replaces the MERGEFIELD field with the data indicated. Thus, the example would become this:

{INCLUDEPICTURE "d:\listings\myhouses\smithhouse.jpg" \d}

The remaining INCLUDEPICTURE field is then translated by Word as a directive to include the noted picture.

It is important to remember that after you perform your merge operation in Word, it may appear that your graphic merge didn't work properly. To speed things up, Word displays the same picture for each of the INCLUDEPICTURE fields. Thus, your merged document will appear as if it contains multiple instances of the same picture. This simply occurs because Word doesn't update the INCLUDEPICTURE field for each record it merges. To force this, simply select the entire document (Ctrl+A) and press F9 or print the merged documents. (Word updates all fields prior to printing.)

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1548) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Merging Graphics into Word Documents.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Updating Links

When you establish links between data on a target worksheet and data on a source worksheet, those links are typically updated ...

Discover More

Displaying the Document Title Right Away

One of the properties that Word maintains for a document is a title. If you want this title displayed on the title bar right ...

Discover More

Changing the Maximum Undo Levels

Want to change the number of "undo" steps available when editing? You can't, because Word doesn't' really have a maximum. ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (menu)

Wrapping Text Around a Graphic

Place a graphic in your document, and you may want to make sure that your document text "wraps" around the edges of the ...

Discover More

Understanding Graphic Linking

Word provides a couple of different ways that graphics can be linked to your document. How you control the method used ...

Discover More

Capturing a Screen

Windows provides a way of "capturing" the image on the screen into the clipboard. You can then paste the image from the ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 4 - 2?

2017-07-18 12:47:28

Scott

What if I am using an XML Mapping within the {IncludePicture} insert above. I can't seem to get this to work. It keeps changing the XML Mapping to just plain text.


2017-01-18 11:54:15

margie

you have to include "around the string" in excel also


2016-12-20 08:47:37

Danny

Hi Allen,
You could use https://document-merge.com/ It's an online service that integrates Excel data into a Word document.
Cheers,
Danny


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.