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)

2

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

Closing Documents after a Hyperlink

When you click a hyperlink that takes you to another document, Word dutifully opens the new document in its own window. What ...

Discover More

Navigating a Collection of Selected Items

Word allows you to easily select portions of a document that meet differing criteria that you may specify. If you want to ...

Discover More

Starting Chapters on Odd-Numbered Pages

Want to start a new heading on an odd-numbered page? You can do it with section breaks, obviously, but you can also do it ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (menu)

Understanding Fill Effects

Want to fill a drawing shape with more than just a color? Word allows you to use all sorts of fills, as described in this ...

Discover More

Displaying Thumbnails and Full-Size Images

Sometimes images can be just too big to display in a document. Instead you may want to display a smaller, thumbnail-size ...

Discover More

Faster Picture Displaying

If you have a document with many graphics, you know that Word can sometimes be slow in displaying all those graphics. This ...

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. 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 two minus 2?

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.