Microsoft Office Tutorials and References
In Depth Information
Review every merged document to ensure that everything looks right. Use the record-browsing
buttons in the Preview Results group to move forward or backward through the records. Look for
these problems:
• Formatting mistakes, such as text that obviously looks pasted in or not part of the surrounding
text
• Punctuation errors and missing commas or periods
• Missing spaces between or around fields
• Double fields or unwanted fields, which happen when you believe that you’ve deleted a field
but haven’t
• Awkward text layouts, strange line breaks, or margins caused by missing or long fields
To fix any boo-boos, you must leave Preview mode and then go back and reedit the main
document.
4. Click the Preview Results command button again to exit Preview mode.
You’re now ready to perform the merge, covered in the following sections.
Merging to a new set of documents
When you want to save merged documents and print them, follow these steps:
1. Choose Finish & Merge Edit Individual Documents.
The Merge to New Document dialog box appears.
2. Ensure that the All option is selected.
3. Click OK.
Word creates a new document — a huge one that contains all merged documents, one after the
other. Each document copy is separated by a Next Page section break. (See Chapter 14 for more
information on section breaks.)
4. Save the document.
At this point, you can print the document, close it and edit it later, or do anything else you like.
Merging to the printer
The most common destination for merged documents is the printer. Here’s how it works:
1. Choose Finish & Merge Print Documents.
A dialog box appears, from which you can choose records to print.
2. Choose All from the Merge to Printer dialog box to print the entire document.
Or specify which records to print.
3. Click OK.
The traditional Print dialog box appears.
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