Microsoft Office Tutorials and References
In Depth Information
Step 6: Complete the Merge
Merging Names
and Addresses with
Documents
Figure 5-10:
The Insert Address
Block dialog box is
where you specify
and format different
elements that go into
the address block
at the top of each
letter, such as how
recipients’ names will
appear.
In this step, go to the Mail Merge window to scroll through recipients, using the
forward and back arrows on either side of the recipient number. To find a particular
recipient, click the “Find a recipient” link and type information that identifies the
recipient you want to find (such as last name or street address). Next, tell Word where
to look for that info—in all fields or in a specific field—and click Find Next. Word
finds the first letter that matches your criteria and displays it in the document pane.
(If that’s not the one you want, click Find Next again.) To remove a recipient from the
mailing, click the button labeled “Exclude this recipient” in the Mail Merge window.
You’re almost done. When you’re satisfied with the preview, click “Next: Complete
the merge.”
Step 6: Complete the Merge
Word is now ready to print your merged letters. If you’re ready, too, click Print. The
Merge to Printer dialog box opens; select the letters you want to print: all of them,
just the current one, or a range that you specify (Recipients 1 to 10, for example).
Click OK to open the Print dialog box. Choose a printer and a number of copies, and
then click OK to send the batch of letters to your printer.
If you want to personalize individual letters further before you print them—for
example to add a P.S. to some recipients’ letters but not to others—you can do that by
opening a new document that contains some or all of your merged letters. Click the
“Edit individual letters” link to open the Merge to New Document dialog box, where
you select whether you want the new document to hold all your merged letters, just
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