Microsoft Office Tutorials and References
In Depth Information
Step 2: Select Starting Document
Merging Names
and Addresses with
Documents
Type a new list. If you don’t have an existing mailing list to use, you can create one
now. Turn on this radio button and click the Create link. The New Address List
dialog box opens. In this dialog box, you create a table to hold your mailing list
by typing information into fields: Title, First Name, Last Name, Company Name,
Address Line 1, and so on. Press Tab to move from one field to the next. Press New
Entry to start a new line for the next entry. When you’re done typing in
information, click OK. Word prompts you to save your new address list as a file.
When you’ve selected a source for your letter’s recipients, Word opens the Mail
Merge Recipients dialog box, shown in Figure 5-9. To remove a recipient from the
mailing, turn off the checkbox at the start of that recipient’s record. If you want to
send the mailing to some of the people on the list but not others—for example, to
send the letter only to people in a certain city or Zip code—you can sort the list and
then deselect people who shouldn’t receive the letter.
To do a quick sort, click any column heading: Click once for an ascending sort
(A Z) and again for a descending sort (Z A). If you need your sort to be more
complex—say you want the letter to go to women between the ages of 24 and 40 who
live in Boston—click the Sort link, which lets you sort by three criteria.
When you’ve selected the recipients you want, click OK. Back in the Mail Merge
window, click the “Next: Write your letter” link to go to the next step.
Figure 5-9:
The Mail Merge
Recipients dialog box
lists the names and
addresses on your
mailing list. If you
don’t want someone
on the list to receive
the letter, turn off
the checkbox next to
that person’s name.
Use the links in the
“Refine recipient list”
section to sort and
filter records or winnow
out duplicates.
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