Microsoft Office Tutorials and References
In Depth Information
• Name the field to reflect the kind of information in it; for example, Shark Bite
• No two fields can have the same name.
• Field names can contain spaces but cannot start with a space.
• Field names can be quite long, though shorter is best.
• The following characters are forbidden in a field name: . ! ` [ ] .
10. Repeat Steps 8 and 9 for each new field you need in the main document.
When you’re done, review the list. It should match up with the list of ALL CAPS fields in the
document (if you chose to create them). Don’t worry if it doesn’t — you can add fields later,
though it takes more time.
11. Click OK.
You now see customized fields appear as column headings in the New Address List dialog box
In the final set of steps, you fill in the recipient list. You need to input records, one for each
document you plan to create:
12. Type the first record’s data.
Type the information that’s appropriate to each field shown in the New Address List dialog box:
name, title, evil nickname, planet of origin, and so on.
13. Press Tab to enter the next field.
After filling in the last field, you’ll probably want to add another record:
14. To add a new record, press the Tab key after typing in the last field.
When you press the Tab key in the last field in a record, a new record is automatically created and
added on the next line. Keep filling in data!
15. Review your work when you’re done.
You can edit any field in any record by selecting it with the mouse.
If you accidentally add a blank record at the end of the list, click to select it and then
click the Delete Entry button. You do this because blank records are still processed in a mail
merge, which can result in wasted paper.
16. Click OK.
The Save Address List dialog box pops up, allowing you to save the recipient list.