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  • Green Export Toolbar

Word Merge Picture Directory

NOTE: There is a one-click Picture Directory on the toolbar under reports if you want this same directory without having to go through these steps.

  1. After you have a list of people you want with an Export Toolbar, choose Export -> Excel Pictures from the Toolbar.
  2. Open the document, you should see the pictures and other individual contact information.
  3. Notice the far right column called ImageUrl. You will use this later during the Word Merge process.
  4. Do File -> Save As. It wants to save it as a web page, but use the drop down to change the type of file to an xls file and give it a name. Note the location it will save to as well.
  5. Start Microsoft Word. Then Start a Mail Merge.
  6. Select the data source for the Mail Merge. Choose the xls file you saved in step 4 above. You can now insert any MergeFields into the document you want.
  7. Place the cursor where you want to position your image.
  8. On the Insert Menu (Ribbon on Word 2010), Choose Field (see QuickParts on Word 2010)
  9. Under FieldNames, select IncludePicture, Click OK (it may say something like Filename not specified, that's normal)
  10. Turn on the FieldCodes by pressing the Alt + F9 key combination. The Merge Field will change to be the codes that Microsoft uses internally like this: { INCLUDEPICTURE \*MERGEFORMAT }
  11. Place your cursor right after the INCLUDEPICTURE then type a space
  12. Now from the Mailings Menu, Insert the MergeField ImageUrl
  13. Now it should look like 
  14. { INCLUDEPICTURE { MERGEFIELD ImageUrl } \* MERGEFORMAT }
  15. Press Alt + F9 to turn off fieldcodes. You will either see the first picture or a red x with the text "The linked image cannot be displayed" This is normal.
  16. Now choose to Complete the Merge or Finish & Merge to merge "To new document" or "Edit Individual Documents".
  17. In the new document, press Ctrl + A to select all then press F9.
  18. Your images will be downloaded into your document.
  19. You can save this template and use it with a different Excel file that you download later. You would only have to do steps 1-6 and steps 16-17 for the new data.

Sample: