Microsoft Office Tutorials and References
In Depth Information
Inserting Merge Fields
3. Navigate to the Word4\Tutorial folder, select the Addresses document, and then
click the Open button. The table from the Addresses document is displayed in the
Mail Merge Recipients dialog box. See Figure 4-38.
Figure 4-38
Mail Merge Recipients dialog box
informa tion
from Ad dresses
docume nt
4. Click the OK button. The Mail Merge Recipients dialog box closes, and you return
to the Cover Letter document with the Mail Merge task pane open. Under “Use an
existing list,” you see the name of the file selected as the data source—or,
depending on where you store your Data Files, you might see only the beginning of a
directory path, which identifies the location where the data source file is stored.
5. Click Next: Write your letter at the bottom of the Mail Merge task pane. The
task pane displays options related to inserting merge fields in the main document.
Inserting Merge Fields
Joel’s letter is a standard business letter, so the recipient’s name and address belong
below the date. You could insert individual merge fi elds for the client’s fi rst name, last
name, address, city, and zip code. But it’s easier to use the Address block link in the Mail
Merge task pane, which inserts a merge fi eld for the entire address with one click.
To insert an Address Block merge field:
1. Select the text [INSERT ADDRESS FIELDS] , and then delete it. Remember to
delete the opening and closing brackets. Do not delete the paragraph mark
following the text.
2. Verify that there are three blank paragraphs between the date and the salutation
and that the insertion point is positioned in the second blank paragraph below
the date.
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