Publisher 2010: Mail Merge a picture with a student name

1. Open the Excel file (data source) which contains the data for each individual.
2. In the first cell of any empty column, key PICTURE as the column header, (i.e. K1).
3. In the cell directly below the header (i.e. K2) key the following concatenate formula.
=Concatenate(C:\pictures\,B2,_,C2,.jpg)

This designates Folder where the The cell reference which correlates with
the type of pictures are the name of the picture file. For example,
formula to be located on your B2 is the last name and C2 is the first name
used. computer. with .jpg designating the picture type.

*** This formula must be keyed correctly in order to find the picture file. **
4. Click back into the cell where you keyed the concatenate formula.
5. Roll the cursor over the handle in the bottom-right corner of the cell until it changes to a
+ sign. Double left-click the mouse & the formula is copied down the column.
6. Save and close the Excel file.

1 2 3 4 5 6

7. Open Microsoft Office Publisher.

8. On the top ribbon, choose MAILINGS > MAIL MERGE (See #1).
9. Click SELECT RECIPIENTS and choose USE EXISTING LIST (See #2).
10. In the SELECT DATA SOURCE window, browse to the Excel file that you used in steps 1-6.
11. Double-click the Excel file to open the SELECT TABLE window.
12. Place a check mark in the box next to FIRST ROW OF DATA CONTAINS COLUMN
HEADERS then continue clicking OK until you get back to your document.
13. Click the arrow next to INSERT MERGE FIELD and add the desired fields to your document
(See #3). * Be sure to add spaces and hard returns to separate the fields as needed. *
14. Click the arrow under PICTURE and choose INSERT PICTURE FIELD (See #4).
15. In the INSERT PICTURE FIELD window, choose PICTURE from the list and select OK.
16. Click the PREVIEW RESULTS button to see what each of your documents will look like when
they are merged and printed (See #5).
17. Click the FINISH & MERGE button to merge and print the documents (See #6).
* If some of your data is incorrect, make the change on the Excel file not the Publisher file. *

Created by Marnie Dimond, STS Revised 25-Apr-12