Microsoft Office Tutorials and References
In Depth Information
Topic B: Data sources for the recipient list
The Mail Merge Recipients dialog box
Explanation
The Mail Merge Recipients dialog box, shown in Exhibit 1-10, displays all of the
records in a data source. You can use this dialog box to sort and filter these records. To
open the Mail Merge Recipients dialog box, click Edit Recipient List in the Start Mail
Merge group.
Exhibit 1-10: The Mail Merge Recipients dialog box
Sorting records
Before you print your form letters, you might want to sort the letters based on specific
merge field data. For example, you might want to print the form letters in alphabetical
order by last name. You can do this by sorting the records in the data source.
To sort records:
1
Open the Mail Merge Recipients dialog box.
2
Under Refine recipient list, click Sort to open the Filter and Sort dialog box,
with the Sort Records tab active.
3
From the Sort by list, select the field by which you want to sort the recipients.
4
Select either Ascending or Descending.
5
Click OK to close the Filter and Sort dialog box.
6
Click OK to close the Mail Merge Recipients dialog box.
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