Microsoft Office Tutorials and References
In Depth Information
Inserting Merge Fields
3. Click Address block in the Mail Merge task pane. The Insert Address Block dialog
box opens. See Figure 4-39. The options in this dialog box allow you to fine-tune
the way the address will be inserted in the letter. The Preview box shows you how
the address will look in the document after the merge is complete.
Figure 4-39
Insert Address Block dialog box
preview of how
the address wil l
look after the
merge is complete
4. Verify that the Insert recipient’s name in this format check box is selected, and
also verify that Joshua Randall Jr. is selected in the Specify address elements
box. This ensures that Word will insert each recipient’s first and last name.
5. Verify that the Insert postal address check box is selected. It doesn’t matter
whether the other check box and option buttons are selected; you only need to be
concerned with them when working with more complicated data sources.
6. Click the OK button. An Address Block merge field is inserted in the letter. See
Figure 4-40. Notice the angled brackets that surround the merge field. The
brackets are automatically inserted when you insert a merge field. It is important to
note that you cannot type the angled brackets and merge field information—you
must enter it by making a dialog box selection.
A selected merge field is
highlighted with a gray
background to distinguish
it from regular text.
Figure 4-40
Address Block merge fi eld in letter
Address Block
merge field i nsert;
angled brackets
indicate merge field
Later, when you merge the main document with the data source, Word will replace
the Address Block merge fi eld with the address information for each record in the data
source. Note that you can also build an inside address out of separate merge fi elds for
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