Microsoft Office Tutorials and References
In Depth Information
Topic A: Form letters
Merging recipient list data with form letters
Explanation
You can preview your form letters to see how they will look when printed. To do this,
click Preview Results in the Preview Results group on the Mailings tab. The merge
fields are replaced with the recipient information. To view each recipient’s data, you can
click the navigation buttons, shown in Exhibit 1-8.
Previous
Record
Last
Record
First
Record
Next
Record
Exhibit 1-8: The Preview Results group on the Mailings tab
The following table explains the functions of the non-navigation buttons in the Preview
Results group.
Button
Description
Preview Results
Displays the recipient list data in place of the merge fields.
Find Recipient
Used to search for and preview a specific record in a recipient list.
Auto Check for
Errors
Used to specify how to handle errors that occur in a document file during a
mail merge. Can also be used to simulate a mail merge to identify possible
errors before the final merge is performed.
After finalizing the recipient data, you merge the data source with the form letter to
generate a letter for each recipient. To do this, click Finish & Merge in the Finish group
and choose Edit Individual Documents. All of the letters are generated within the
current document, with a page break separating each letter. After you merge a data
source, you can edit the letters individually or print them.
Sending personalized e-mail messages
You can use mail merge to send personalized e-mail messages to recipients. To do so,
click Finish & Merge in the Finish group and choose Send E-mail Messages. In the
Merge to E-mail dialog box, specify the To field (assuming that the data source contains
e-mail addresses). To use this feature, you must have Outlook installed.
Using merge rules
You can specify rules that will affect how a mail merge is processed. In the Write &
Insert Fields group on the Mailings tab, click Rules and select the desired rule.
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