2 Ways to Batch Insert Multiple Pictures into Your Word Document via Mail Merge

In this article, there are 2 effectual ways for you to batch insert multiple pictures into your Word document via mail merge.

When create credentials, we often need to insert pictures. However, we can’t possibly insert pictures into Excel file directly, thus while using mail merge in Word, it’s unlikely to get the corresponding images. To solve this issue, the following 2 methods are exactly what you will need.

Method 1: Place Picture Location into Excel File

  1. First and foremost, in your source Excel file, insert a new column to put the location of your pictures. And remember to replace the “\” in file path with “\\”, such as below:Insert a Column for File Location in Excel File
  2. Then open Word and finish all other editing.
  3. Click “Mailings” tab.
  4. Then click “Select Recipients” and choose “Use Existing List”.Click "Mailings" ->Click "Select Recipients" ->Click "Use Existing List"
  5. Now in the “Select Data Source” window, select the file and click “Open”.Select File ->Click "Open"
  6. Next, click “OK” in “Confirm Data Source” dialog box.
  7. Then in “Select Table” dialog box, select the right worksheet and click “OK”.Select Sheet ->Click "OK"
  8. Now place cursor at the position where picture should go and click “Insert” tab.
  9. Next click “Quick Parts” and choose “Field”.Click "Insert" ->Click "Quick Parts" ->Click "Field"
  10. In “Field” dialog box, choose “IncludePicture” for field name.
  11. Then in “Field properties” text box, enter anything, such as “pic” here.
  12. Click “OK”.Select "IncludePicture" ->Enter Field Property ->Click "OK"
  13. Now you can’t see the picture. Click on the picture and press “Alt+ F9” to toggle to field codes.Display Error
  14. Select the “pic” you just input and click “Mailings” tab.
  15. Then click “Insert Merge Field” and choose the right field. In this case, it shall be “Pic”.Select pic ->Click "Mailings" ->Click "Insert Merge Field" ->Choose the Right Field
  16. Press “Alt+ F9” to toggle field codes and you still can’t see the picture now. However, you can still resize the picture.
  17. After this, click “Finish& Merge” under “mailings” tab.
  18. Then choose “Edit Individual Documents”.Click "Finish& Merge" ->Choose "Edit Individual Documents"
  19. Next, click “OK” in “Merge to New Document” dialog box.Click "OK"
  20. Now press “Ctrl+ A” and press “F9”. You shall see the picture then.Effect

Method 2: Place Picture Name into Excel File

  1. First, place all picture in one file folder and make sure they are of the same file format, such as the “.jpg” file.
  2. This time in Excel file, you should place picture name instead its location there.Picture Name
  3. Repeat from step 2 to 7 in method 1 to finish inserting other fields.
  4. Then place cursor at the positon for picture.
  5. Press “Ctrl+ F9” to insert a field. Between the field brackets, enter IncludePicture “C:\\test\\.jpg”. The “C:\\test\\” refers to the picture location.Enter Field Codes
  6. Next put cursor right before “.jpg” and click “Insert Merge Field” and then choose right field.
  7. Now you will find the field is invisible. You can press “Alt+ F9” to check the field codes.Check Field Codes
  8. Repeat from step 17 to 20 in method 1.

Enhance Your File Protection

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Author Introduction:

Vera Chen is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including damaged xls repair tool and pdf repair software products. For more information visit www.datanumen.com

9 responses to “2 Ways to Batch Insert Multiple Pictures into Your Word Document via Mail Merge”

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  2. @Conny:
    I had the same phenomenon. I had my merge fields inside a table and for layout purposes the table was inside a textbox. Once I removed the textbox it was all ok again.

  3. This works fine, thank you. I have used your second approach.
    But it doesn’t seem to work in an IF statement. My example is:
    { IF { MERGEFIELD “F4” } “” “{ INCLUDEPICTURE “{ IF TRUE “Test/klein_IMG_{ MERGEFIELD “F4″ }.jpg” \* MERGEFORMAT \d \x \y }”}” “no pic” }

    On its own the following works very well:
    { INCLUDEPICTURE “{ IF TRUE “Test/klein_IMG_{ MERGEFIELD “F4″ }.jpg” \* MERGEFORMAT \d \x \y }”}

  4. It works (eventually) This is awesome !! very helpful – I
    I have to do something else though… at the end with the merge doc File > Info > Edit Links to File > Select them all and > Update Now.
    I also change the security to allow macros and so on.
    Thanks a million

  5. Hello this is indeed helpful! Unfortunately I have some issues currently which I cannot resolve myself. Maybe you can help me debug it :):
    In the excel I have a column named “Pic” with row 2 “Header1”, row 3 “Header2” and so forth. in my word file I have entered { IncludePicture “C:\\XXX\\XXX\\XXX – XXX\\Desktop\\pictures\\{MERGEFIELD Pic}.png”}. But when I finalize the project the field code for row 1 is: { IncludePicture “C:\\XXX\\XXX\\XXX – XXX\\Desktop\\pictures\\Header1.png”} and it also shows the right picture. For the next entry it shows: { IncludePicture “C:\\XXX\\XXX\\XXX – XXX\\Desktop\\pictures\\Header2.png”} but the picture remains the one from Header1. The same for all other entries. The field code is showing the right picture name but the picture is always the first picture. All pictures are in the same folder named “pictures” and all have the format .png.

    If you can figure out what is the issue that would be really great :). Thanks already in advance.

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