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Invoice word file for Personnel

alright in this video I'm going to show you how to link an Excel spreadsheet to a Word document so that you can pull data from Excel into Word this can be useful for generating mass mailings or automating forms or whatever else you want to use it for so the first thing you're going to do is open an Excel spreadsheet and a word document and then you're going to decide which fields you want to have available for you in the word document so if you're working from a template you may go through and identify fields but if you're just starting from scratch go ahead and start in the Excel spreadsheet so I'm going to decide that I want to use name date time in place all right so I'm going to create those across the first row of my spreadsheet I'm then going to select them I'm going to insert a table now we're pretty much done with this I'm just going to enter some data here so let's say John John Smith November 20th 2020 at 5:30 p.m. this is all pretty arbitrary just making it up and for the heck of it let's let's go ahead and create one more row all right so now what we're gonna do is we're gonna save this spreadsheet so save it somewhere that makes sense to you I've found that if I'm working with these on a SharePoint or a shared drive it can cause some issues so while you're working it you might want to just have them locally on your hard drive but it's up to you and you can kind of play with that and see what happens so now that we're done with our Excel worksheet we're going to go over to Word so what we need to do is we need to point the word document to the Excel spreadsheet that we want to pull data from in the way we do that is we go to Selectric I'm sorry first we go to mailings and then select recipients use an existing list and then we're going to navigate to wherever we saved that worksheet which for me is right here on my desktop we're going to click yes and then we're gonna select the worksheet that we created the data on and for us we only had one worksheet so that's easy if it's a more complex workbook it may get a little bit more confusing so you may want to pay attention to what you name your sheets but for this one we only really have one option so sheet 1 and then ok all right so now word is going to give us the option of inserting these fields into our Word document and the way we access those is by going to insert merge field right here and now you see the four fields that we create an excel are available here so we're going to insert a name date/time in place all right so if we wait if we actually want to see what's behind those fields we can hit preview results so that's gonna give us our first one number John Smith November 20th 5:30 Chicago that's our first one and then if we want to see the second one just go up here Jane Smith November 15 20 24 15 Chicago so we could use this let's say we're writing a bunch of different letters we could say yeah we could have our name comma I look forward to our meeting scheduled for date at you know time and in place obviously it's that's pretty simplistic but just demonstrating how to do it so now that we have our letter written with our fields in it preview results you see it automatically fills it out so that's pretty much it once you're done with this you can then use finish and merge to create your final documents but that's all there is to it it's it's pretty simple but if you don't know how to do it is a little bit weird and a little complicated so I hope this helps and if you have any questions about this feel free to reach out