Microsoft Office Tutorials and References
In Depth Information
The recipient lists dwell in the folder named My Data Sources , found in the
Documents or My Documents folder. Word automatically chooses (or creates) this folder.
17. Type a name for the address list.
Descriptive names are best. After all, you might use the same recipient list again.
18. Click the Save button.
You return to the document.
Making a recipient list document
Here’s a secret: You can create a document in Word and use it as a “data source” for a mail merge. The
document contains a single element: a table. The table must have a header row, formatted in bold text,
which identifies all the fields. Every row after that becomes a record in the recipient list database.
Using a table as a recipient list provides an easy way to import information into Word and use it for a mail
merge. For example, you can copy information from the Internet or a PDF file and then paste that
information into Word. Edit the information into a typical Word table, add a table heading row, and save the thing
— and then you have a recipient list.
Follow the steps outlined in the nearby section, “Using an already created recipient list,” to use the table
document as your recipient list. Also see Chapter 19 for more information on tables in Word.
The next step in your mail-merge agony is to stir the fields from the recipient list into the main
document. Refer to the section “Fold in the Fields,” later in this chapter.
Using an already created recipient list
To use an existing recipient list for your mail merge, follow these steps after creating the main
1. From the Mailings tab, choose Select Recipients ⇒ Use an Existing List.
The Select Data Source dialog box appears. It works like the Open dialog box, though it’s
designed to display recipient lists that Word can use or that you previously created and saved.
2. Choose an existing recipient list from the files that are displayed.
I hope you used a descriptive name when you first saved the recipient list, which I recommend in
the preceding section.
3. Click the Open button.