Microsoft Office Tutorials and References
In Depth Information
Previewing your invitations
2. Click the bottom of the Insert Merge Field button on the Mailings ribbon.
(Click the words, not the picture.)
3. A menu opens, showing all the merge fi elds, which is what Word calls your
spreadsheet’s column headers. Click First Name to select it.
Word replaces the dummy text in your invitation with the special code <<First_
Name>>, as you can see in Figure 6.9. Because of Step 1 above, it will have the
same formatting as your dummy text had. You can change its font and colour the
same way as you can for any other text, and you can delete it in the same way you
would delete any other word.
Repeat the process for the last name, making sure there’s a space between the fi rst
and last name codes, as there would be if you were normally typing a fi rst name
and surname. Note that you can’t just type in the special code. You need to use
the Insert Merge Field button to add it, otherwise it won’t work.
Any time you want to add information from your spreadsheet into your Word
document, you can use Insert Merge Field. You only need to do Step 1 in the
process above if you want to replace existing placeholder text and keep its
formatting.
Why not sign off your invitation with ‘We hope to see the <<Last_Name>>
family there’?
Previewing your invitations
If you’re dying to know whether it’s worked or not, there’s a quick way to fi nd out.
Click the Preview Results button on the Mailings ribbon (see Figure 6.8) and the
mail merge codes in your document will be replaced with a real name taken from
your data. This shows you the fi rst invitation that will be created, but you can work
your way through the rows of your spreadsheet (which Word calls records), by
clicking the next and previous record buttons on the ribbon, shown in Figure 6.8.
 
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