Merging Images in Word 2016

Buzz

This article provides detailed guidance on merging images in Word 2016, enabling you to create student IDs, employee badges, and more quickly and accurately.

To perform a mail merge from an Excel spreadsheet, you need to prepare three data files:

- A mail merge template file in Word 2003 format

- Excel file containing the list for mail merge

- Folder containing images for mail merge

Note that the Excel data file must have the header row as the top row. Therefore, do not insert any additional content above it.

Word file containing the template content you wish to merge

Folder containing images, ensure image file names match those entered in the Photo column in the Excel file

For example, to create a student ID template, follow these steps:

Step 1: Copy the table content containing student information and images by selecting the content -> right-click and choose Copy:

Step 2: Navigate to the Mailings tab -> Start Mail Merge -> Labels:

Step 3: The Label Option dialog box appears, click New Label…

Step 4: In the Label Detail dialog box, make the following selections:

- Page Size: Choose A4 portrait (depending on how you create the mail merge, select the appropriate paper size)

- Number across: Select the number of columns per label on 1 page, choose a value of 2 (labels per page arranged horizontally in 2 columns)

- Number down: Choose 4 rows for labels, resulting in 4 labels per page arranged vertically.

Note: Number across = 2, number down = 4 => 8 labels per page divided into 2 columns on 1 page.

- Top margin: Choose the top margin for labels, here select 5mm

- Side margin: Choose the left margin for labels, here select 5mm

- Label height: Choose the height for labels. You need to calculate the height as follows:

+ A4 paper size has a height of 29.7cm. With Number down = 4, meaning 1 page contains 4 labels => height of each label = (paper height - top margin - bottom margin) : 4 = (29.7 - 0.5 - 0.5) = 6.4cm

- Label width: Width of the label. With 2 columns per page (number down = 2) chosen above => width of the label = (paper width - left margin - right margin) : 2 = (29.7 - 0.5 - 0.5) : 2 = 9.5cm

- Vertical pitch: Vertical spacing between labels = height of the label + top margin + bottom margin = 6.4 + 0.5 + 0.5 = 7.4cm

- Horizontal pitch: Spacing between labels horizontally = label width + left margin + right margin = 9.5 + 0.5 + 0.5 = 10.5cm

Note that the values above are calculated depending on how you choose the number of labels per page.

Step 5: Click OK -> select the newly created label name -> click OK:

Step 6: After clicking OK, a confirmation dialog box appears for label usage -> system clears data on the page -> click OK:

Step 7: The result yields labels within the frame, comprising 8 labels per page divided into 2 columns:

Step 8: Click on the first label and paste the content copied from step 1 -> resulting in:

Step 9: Position the cursor where you want to insert the image for the first label -> go to the Insert tab -> Picture:

Step 10: Choose the path to the corresponding image file to insert -> ensure to select Link to File instead of Insert to avoid mail merge errors:

Successfully inserted the image into the label:

Step 11: Press the Alt + F9 key combination to open the code window for the image:

Step 12: Return to the folder containing the images -> Copy the path to the folder:

Step 13: Replace the image file path with the path to the copied folder:

Step 14: In the Mailings tab, click Select Recipients -> Use an Existing list (to select the Excel file containing the list to be inserted) -> a dialog box appears prompting to choose the path to the Excel file containing the list:

Step 15: Select the name of the sheet containing the list -> click OK:

Step 16: Position the cursor where the image file name is located -> Click the Mailings tab -> Insert Merge Field -> select the photo field corresponding to the image file name:

Successfully inserted the Photo field into the image:

Similarly, select the corresponding fields for student names, birthdates, etc.

Step 16: Press the Alt + F9 key combination to return to the initial mode -> click the Update labels icon:

After updating labels, all labels are refreshed:

Step 17: Click Finish & Merge -> Edit Individual Document to verify if the image merging process was successful or not:

Step 18: Click on All to preview all labels.

Results updated for all labels.

However, the image field has not updated -> press F5 to refresh -> obtain the result:

If pressing F5 does not update the image, check the image file path. Ensure Link to file was selected during image insertion. Is the template file in Word 2003 format?

Step 19: Go back to the .docx file and copy the heading section to create tags for students.

Step 20: Paste the mixed content of the first tag.

Step 21: Update Labels for all resulting labels.

You have successfully mixed the letter with images. Just Save the newly created file to your drive.

While mixing letters containing images, you need to consider the following:

- The letter mixing template file must be in Word 2003 format (.doc).

- The image file names must match and correspond to the order of students in the Excel file.

- In the image insertion step, after selecting, choose Link to file mode, not Insert.

Above is the detailed guide on how to merge letters containing images in Word 2016. Best of luck to you all!

Frequently Asked Questions

What are the essential steps for merging images in Word 2016 using an Excel spreadsheet?

To merge images in Word 2016, prepare a mail merge template in Word 2003 format, an Excel file with headers, and a folder of images matching the Excel names. Then follow the steps to set up the mail merge, including label creation and image insertion.

How do I ensure the image file names match in my Excel file for successful merging?

Make sure that the image file names in the folder correspond exactly to the names listed in the 'Photo' column of your Excel spreadsheet. This consistency is crucial for the mail merge to function correctly without errors.

Is it necessary to use Word 2003 format for the mail merge template in Word 2016?

Yes, using a Word 2003 format template is essential when merging images and data in Word 2016. This ensures compatibility and proper functionality of the mail merge features, which might not work well with newer formats.

What should I do if images do not update after merging in Word 2016?

If images do not update, ensure that you selected 'Link to File' during insertion. If issues persist, verify the image file paths and press F5 to refresh. This often resolves updating problems in merged documents.

Can I adjust the label dimensions during the mail merge setup in Word 2016?

Yes, you can customize the label dimensions by selecting the number of columns and rows per page, and adjusting margins and label sizes to fit your specific needs for the mail merge process.

What is the process for inserting images during a mail merge in Word 2016?

During the mail merge, position your cursor where the image should go, go to the 'Insert' tab, select 'Picture,' and choose 'Link to File' instead of 'Insert.' This ensures the images merge correctly from your specified folder.

How can I preview all labels after completing the mail merge in Word 2016?

To preview all labels after completing the mail merge, click 'Finish & Merge,' then select 'Edit Individual Document' and choose 'All' to see the merged labels. This allows you to verify if all images and data are displayed correctly.

Mytour's content is for customer care and travel encouragement only, and we are not responsible.

For errors or inappropriate content, please contact us at: [email protected]