Mail merging graphics is complicated. If you want to see a more in depth discussion of the process then see my companion page on the subject where the process is explained. Users have however complained that the process described is complex. That may be so, but it it is the best that can be achieved with the Word product.
In an attempt to simplify the process for the non-technical user and to enable the complex field construction to be inserted with just a couple of mouse clicks, I have developed an add-in that takes care of all the behind the scenes activity for Word versions 2007 and later..
The add-in applies a button group containing two buttons to the Mailings tab of the ribbon, from where it is most logically accessed.
The first button does exactly what it says on the label. If the current document is a merge document then you will see the following dialog. If not you will see a warning message and the function will quit.
There are two combo boxes from which you can select the field containing the graphics filenames and the file type, should the filename extension not be included in the record field data.
A check box is provided to confirm whether the field data includes the extension.
Enter the data required and click the button to enter the field construction at the cursor position.
The function will then prompt for the location of the graphics files, which must all be stored in the same folder.
Click OK and the field construction is inserted at the cursor position, similar to:
which will display an image in the document
If the document is a label merge document, then update the labels to transfer the field construction to all the labels.
Having added any other fields that you wish to include in the merge, using Word's merge tools, (and updating the labels in the case of a label merge), all that remains is to complete the merge. To aid this and to ensure that the pictures added by the merge remain in the merge document as pictures, the merge should be completed using the second button 'Complete Graphics Merge'.
Most graphics merges will be to a new document, which can be printed as required, but in the case of a Letter merge, you will have the choice of merging to a new document or directly to the printer.
E-mail merges are not compatible with this function. If you are merging to e-mail, you may still use the main function to add the graphics field construction to the merge document.
The graphics and data file used in the above illustrations are included with the zip file.