Mail Merge With Variable Pictures Using Word 2013

I don't know why anyone would say it isn't possible or that the .doc format is required. Neither proposition is true.

To insert variable images in a mailmerge, you need to embed the relevant mailmerge field in a INCLUDEPICTURE field. However, there are some issues with this that make the process less straightforward than one might expect. For example, when embedding a mailmerge field in an INCLUDEPICTURE field for the purpose of merging graphics:
1. the file paths to the fields need to have the separators expressed as '\\' or '/' instead of the usual '\';
2. the pictures usually won't show until you refresh the fields (eg Ctrl-A, then F9) in the output document after completing the merge; and
3. even after updating the images, they remain linked to the image files, which can be an issue if you later delete the image or you need to send the merged output to someone else.
 
The following field construction addresses all three issues (i.e. you don't need to do anything special to the paths, or refresh the fields, and they'll no longer be linked to the source files):
{IF{INCLUDEPICTURE {IF TRUE "C:\Users\My Document Path\Pictures\«Image»"} \d} {INCLUDEPICTURE {IF TRUE "C:\Users\My Document Path\Pictures\«Image»"} \d}}
or:
{IF{INCLUDEPICTURE {IF TRUE "C:\Users\My Document Path\Pictures\{MERGEFIELD Image}"} \d} {INCLUDEPICTURE {IF TRUE "C:\Users\My Document Path\Pictures\{MERGEFIELD Image}"} \d}}
After running a mailmerge coded this way, you'll have the correct, unlinked image for each record.

This form of field construction can be very useful where the filepath for the images is held in the mailmerge data source, in which case you could use:
{IF{INCLUDEPICTURE {IF TRUE "«FilePath»\«Image»"} \d} {INCLUDEPICTURE {IF TRUE "«FilePath»\«Image»"} \d}}
or:
{IF{INCLUDEPICTURE {IF TRUE "{MERGEFIELD FilePath}\{MERGEFIELD Image}"} \d} {INCLUDEPICTURE {IF TRUE "{MERGEFIELD FilePath}\{MERGEFIELD Image}"} \d}}
 
Note 1: You need a path separator between the filepath mergefield and the image mergefield. If that separator is included in the source data, it can be omitted from the field above construction but leaving it there has no adverse effects
either.
 
If you can be sure the pictures will always be in the same folder as the mailmerge main document, you can incorporate a FILENAME field thus:
{IF{INCLUDEPICTURE {IF TRUE "{FILENAME \p}\..\{MERGEFIELD Image}"} \d} {INCLUDEPICTURE {IF TRUE "{FILENAME \p}\..\{MERGEFIELD Image}"} \d}}
or:
{IF{INCLUDEPICTURE {IF TRUE "{FILENAME \p}\..\«Image»"} \d} {INCLUDEPICTURE {IF TRUE "{FILENAME \p}\..\«Image»"} \d}}
 
If the path data are included with in the image field, you can use:
{IF{INCLUDEPICTURE {IF TRUE «Image»} \d} {INCLUDEPICTURE {IF TRUE «Image»} \d}}
or:
{IF{INCLUDEPICTURE {IF TRUE {MERGEFIELD Image}} \d} {INCLUDEPICTURE {IF TRUE {MERGEFIELD Image}} \d}}
For what it's worth, *provided* the path has the separators expressed as '\\' or '/', you can retain the links by omitting the all-encompassing IF test and the images will display correctly without the need to refresh the fields after completing the merge. For example:
{INCLUDEPICTURE {IF TRUE "C:\\Users\\My Document Path\\Pictures\\«Image»"} \d}

Note 2: The field brace pairs (i.e. '{ }') for the above example are created in the document itself, via Ctrl-F9 (Cmd-F9 on a Mac); you can't simply type them or copy & paste them from this message. Nor is it practicable to add them via any of the standard Word dialogues. Likewise, you can't type or copy & paste the chevrons (i.e. '« »') - they're part of the actual mergefields, which you can insert from the mailmerge toolbar. The spaces represented in the field construction are all required.

See the following pages of fellow MVP Graham Mayor's website:

Mail merge graphics at http://www.gmayor.com/mail_merge_graphics.htm

and Mail Merge Graphics Add-In at http://www.gmayor.com/mail_merge_graphics_addin.htm

Paul--a question on your steps:

You say,

"For what it's worth, *provided* the path has the separators expressed as '\\' or '/', you can retain the links by omitting the all-encompassing IF test and the images will display correctly without the need to refresh the fields after completing the merge. For example:

{INCLUDEPICTURE {IF TRUE "C:\\Users\\My Document Path\\Pictures\\«Image»"} \d}

Note 2: The field brace pairs (i.e. '{ }') for the above example are created in the document itself, via Ctrl-F9 (Cmd-F9 on a Mac); you can't simply type them or copy & paste them from this message. Nor is it practicable to add them via any of the standard Word dialogues. Likewise, you can't type or copy & paste the chevrons (i.e. '« »') - they're part of the actual mergefields, which you can insert from the mailmerge toolbar. The spaces represented in the field construction are all required."

When you say "mailmerge toolbar," are you referring to the MAILINGS tab? I cannot find the chevrons anywhere on that tab. If I insert merge fields for my Pic field, I get the field brace pairs, not chevrons. I think this is what corresponds to your example in my case. 

Thank you in advance for any help.

PS:--oh happy days--just got it to work with this:

When you say "mailmerge toolbar," are you referring to the MAILINGS tab? I cannot find the chevrons anywhere on that tab. If I insert merge fields for my Pic field, I get the field brace pairs, not chevrons. I think this is what corresponds to your example in my case. 

As I said, the chevrons (i.e. '« »') are part of the actual mergefields. They're part of what normally gets generated when you insert a mergefield from the mailmerge toolbar. If you choose the 'Pic' field, for example, in the document you'll normally see «Pic».

In your unedited reply, you also showed a worksheet with paths expressed as 'C\\Users\\Arlene\\Desktop\\GPMPics'. Since it appears all the records use the same path, the path doesn't need to be in the datasource and can instead be part of the field construction, as per the first set of examples in my first reply.

What you now have working will generate a mailmerge output with the pictures still linked to the source files. That's OK provided you aren't sending the document to anyone who doesn't have access to your desktop and provided you don't delete the pictures from there. The more extensive field construction in my post breaks those links. You can also do that manually, post-merge, by Ctrl-A, Ctrl-Shift-F9.

I e-mailed all the merged documents to various addresses and all pictures opened without issue. So with your helpful tips, I think we can consider this one as "case closed." The merge was successful and all files with variable pictures were received without issue.

In regard to adding the path field with the double backslashes, I found that much simpler to do than typing all of that into the merge field area. In terms of the chevrons, you can see that my merge fields don't insert themselves with chevrons--they use the field boundaries that look like braces. In any case, what I have now works, so I guess I don't need to worry about where to find chevrons. 

Thanks again, Paul. I wanted to mark your post as an answer but I guess discussions don't have that option.

Hi there

I am new to the forum, so not sure if this has been closed or not?

I am trying to insert from an excel file different pictures, using this:

 { INCLUDEPICTURE { IF TRUE {MERGEFIELD "Entryjpg" } } \d }

The cell that contains the different mailmerge JPGs is as follows in the excel file:

"C:\\Users\\G\\Documents\\iPMP Test\\CDF0411115555235942_458181_20140803000253.jpg"

When I try to merge, I am getting the red X and comment of the linked image cannot be displayed

I cannot see where this is going wrong?

Any help would be greatly appreciated...

Hi Paul, 

I have seen your comment on this issue on a number of thread and I have tried to make it work. I am using the extended version to try and address the 3 points you mention. Here is an example of one of my statement: 

{IF {INCLUDEPICTURE {IF TRUE "{ MERGEFIELD PictureLocation }"} \d}{ INCLUDEPICTURE {IF TRUE "{ MERGEFIELD PictureLocation }"} \d}}

(Note: The "MERGEFIELD PictureLocation" contains the filepath and image name)

This works and indeed addresses the first two points. But after the merge is complete and pictures can be seen, when I then save the merged file and reopen, or if I change the location of the merged file and reopen, it no longer displays the picture but instead shows:

{ INCLUDEPICTURE \d"C:\\Users\\temborowski\\Desktop\\Picture Mail Merge\\Picture Library\\cycle length.jpg"\* MERGEFORMATINET }

Any ideas why and how to resolve?

Thanks,

Temi