Microsoft Office Tutorials and References
In Depth Information
When adding fields to an envelope, you can press Shift+Enter and add a soft return to
prevent the recipient’s address from looking too spaced out.
4. Save the main document.
Always save! Save! Save! Save!
The next step in your journey through the mail merge underworld is the integration of the recipient
list with the main document and its fields. See the next section.
When the Insert Merge Field button isn’t available, a recipient list isn’t associated with the
document. See the earlier section, “The Recipient List.”
To delete an unwanted field, select it with the mouse and press the Delete key.
A tad of editing may be required after inserting the field. I typically have to add
spaces, commas, or colons after fields as Word inserts them.
Mail Merge Ho!
The final step in the mail merge process is to create personalized documents. The gizmo that handles
this task is the Finish & Merge button, the sole item in the Finish group on the Mailings tab. This
section describes how to use that button to complete the mail merge.
Previewing the merged documents
I highly recommend using the Preview Results command to ensure that your final, merged
document looks good before it’s officially merged. Here’s how to work things:
1. On the Mailings tab, in the Preview Results group, click the Preview Results command
The fields in the main document vanish! They’re replaced by information from the first record in
the recipient list. What you see on the screen is how the first customized mail-merge document
appears. Hopefully, everything looks spiffy.
2. When things don’t look spiffy, click the Preview Results button again and then edit the main
document. Start over.
3. Peruse the records.