Microsoft Office Tutorials and References
In Depth Information
Using Mail Merge
Move up: To move a field farther up in the
list, click the field name and click the Move
Up button until the field is located where
you want it.
1.
Choose Mailings>Start Mail Merge>Edit
Recipient List. You see a Mail Merge Recipients
list similar to the one displayed in Figure 6-15.
Move down: To move a field farther down
in the list, click the field name and click the
Move Down button until the field is located
where you want it.
When you have all your entries in the New Address
List, click the OK button.
Delete Record
If you want to delete a record, click
anywhere in the record and click the Delete
Entry button. Click Yes to the resulting
confirmation message.
Figure 6-15
Deselect any recipient you don’t want to include.
Sort Records
Word prompts you to save your address list. By
default, Word attempts to save the file in the
Documents>My Data Sources folder. Select a
different folder if desired. Enter a file name and then
click Save.
Click any column heading to sort the records
by the selected column.
2. Click the check box to the left of the name
for any recipient to whom you don’t want to
send the form letter. The check mark will be
removed.
Data File Format
Word saves the data file as an MDB file,
which is an Access database file.
Edit Data
To edit recipient information, click the data
source name, and then click the Edit button.
The Edit Data Source dialog box appears, from
which you can make any desired changes.
Selecting Recipients
You may have a number of names in your data file,
but perhaps you don’t want to send the merged
letter to everyone in the file. By default, Word
assumes you want everyone in the data file, but
you can pick and choose which recipients you
want to use. Just follow these steps:
3. After determining that the desired recipients
are checked, click the OK button.
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