Microsoft Office Tutorials and References
In Depth Information
Using Mail Merge
It’s not necessary to use all fields in a
form letter, and you can use fields
multiple times in the same document.
Figure 6-18 illustrates a sample form letter with an
Address Block, Greeting Line, and an individual
data field entered into the letter. To make it easier
for you to see, I highlighted the fields in yellow.
Choosing a greeting line format.
Select a greeting from the first drop-down menu.
Choices include “Dear,” “To,” or nothing at all.
From the second drop-down menu, select the
name format you like best and then from the third
drop-down menu, choose a punctuation mark of a
comma or a colon, or choose no punctuation.
In the event that one or more of your recipients
doesn’t have data in the first and last name fields,
the Greeting line for invalid recipient names
dropdown menu provides a couple of alternatives.
Select the one you prefer for your document. Or
you might have to click the Match Fields button
and select the proper field.
A sample form letter.
Finishing the Merge
Before you actually print all the records, you
should preview them. Choose Mailings>Preview
Results>Preview Results. You see your letter with
data filled in from one of the records (see Figure 6-
19). In the Preview mode, you can manually make
any formatting or text changes, and the changes
will appear for all recipients.
Click the OK button, which returns you to the
Word main document where you now see the
<<Greeting Line>> field code.
Adding Individual Fields
If the field information you want to insert into your
document doesn’t fall into the Address Block or
Greeting Line groups, you can manually insert fields
into desired document areas. Just click the mouse
pointer where you want the field to appear. Choose
Mailings>Write & Insert Fields>Insert Merge Field
and select the field you want in the letter.
Use the Preview Results scroll buttons to browse
between the previous and next records, or the first
and last records. Again, in this figure, I left the
fields highlighted in yellow to make it easier for
you to see.