Microsoft Office Tutorials and References
In Depth Information
That’s it: The recipient list is now associated with the main document.
You can tell that a recipient list is associated with the main document when the
Insert Merge Field button (on the Mailings tab, in the Write & Insert Fields group) is available.
Refer to the later section, “Fold in the Fields,” for information on inserting fields into your
document, which is the next step in the mail merge nightmare.
Grabbing a recipient list from Outlook
Assuming that you use Microsoft Outlook as your e-mail program or contact manager, and assuming
that it contains information you want to use in a mail merge, you can follow these steps to create a
recipient list:
1. On the Mailings tab, in the Start Mail Merge group, choose Select Recipients Choose from
Outlook Contacts.
2. If necessary, select your profile from the Choose Profile dialog box.
3. Click OK.
4. In the Select Contacts dialog box, choose a contact folder.
Contact folders are created in Outlook, not in Word.
5. Click OK.
6. Use the Mail Merge Recipients dialog box to filter the recipient list.
The simplest way to do this, if the list isn’t too long, is simply to remove the check marks by the
names of the individuals you don’t want in the list. You can also click the Filter link in the dialog
box to do more advanced filtering, which I’m loathe to describe right now.
7. Click OK when you’re done culling the recipient list.
The next step in the painful experience known as Word mail merge is to insert fields into the master
document. Keep reading in the later section, “Fold in the Fields.”
Editing a recipient list
If you’re like me, you sometimes have One Of Those Days and forget to add a record or field to
your recipient list. When that happens, you need to edit the recipient list. Such torture involves these
steps:
1. On the Mailing tab, in the Start Mail Merge group, click the Edit Recipient List button.
The button isn’t available unless you’re working on a main document and it has been associated
with a recipient list.
2. Select the data source.
In the lower-left corner of the Mail Merge Recipients dialog box, click the data source filename.
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