Microsoft Office Tutorials and References
In Depth Information
Previewing the Merged Output
Block field performs similar tricks: it omits blank lines (for example, when a recipient record
doesn’t have a company name or a second address line) and properly formats addresses.
Note
Although merge field names appear between guillemets (for example, «First_Name»),
you can’t simply type the symbols and the merge field name. Although you can type
your entry using a {MERGEFIELD} field code, the easiest and most reliable way to insert
merge fields is with tools on the Mailings tab.
Previewing the Merged Output
In step 5 of the wizard, you can check your work. (As an alternative to using the wizard,
click Preview Results on the Mailings tab.) The merge field placeholders are replaced
by actual data, and you can click the Next Record and Previous Record buttons to page
through the results.
Be on the lookout not just for misplaced fields, but also for missing data and for data that
overflows the allotted space. (Perhaps it exceeds the boundaries of a label or adds an extra
page to a letter.) When you see errors like this, you can choose to exclude the offending
recipient, edit the data, or modify the document or its formatting so that each merged item
prints properly.
One option appears in the Preview Results group on the Mailings tab that’s not available in
the wizard pane: Auto Check For Errors. This review checks spelling and grammar, among
other things, and (depending on which option you choose) can also complete the merge.
Completing the Merge
The sixth and final step is to actually perform the merge. Whether you use the wizard or
the Finish & Merge tool on the Mailings tab, you can send the merge results to a printer
(choose Print Documents) or to a new document (choose Edit Individual Documents). With
the latter option, you end up with all the completed documents (letters or whatever) in one
humongous document, which opens in a new window. In that document, you can edit
individual documents (perhaps to add a personal note) before you print.
Whether you print or merge to a new document, Word first asks which records you want to
include. If you want to print a range of records, you need to know the numbers of the first
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