Microsoft Office Tutorials and References
In Depth Information
Session 4.2
name, address, city, and ZIP code. But it’s easier to use the Address block link in the Mail
Merge task pane, which inserts a merge field for the entire address at one click.
To insert an Address Block merge field:
1. Select the text [insert address] , and then delete it. Remember to delete the opening and
closing brackets. Do not delete the paragraph mark following the text.
2. Verify that there are four blank paragraphs between the date and the salutation, and that
the insertion point is positioned in the third blank paragraph below the date.
3. Click Address block in the Mail Merge task pane. The Insert Address Block dialog box
opens. See Figure 4-31. The options in this dialog box allow you to fine-tune the way the
address will be inserted in the letter.
Figure 4-31
Insert Address Block dialog box
for a simple data
source, it doesn’t
matter if these
check boxes or
option buttons
are selected
4. Verify that the Insert recipient’s name in this format check box is selected, and then click
Joshua Randall Jr. in the list box to ensure that Word will insert each recipient’s first and
last name. (The other options in this list are only useful with more complicated data sources.)
5. Verify that the Insert postal address check box is selected. It doesn’t matter whether any
of the other check boxes and option buttons are selected. (These options are only useful
with more complicated data sources.)
6. Click the OK button. An Address Block merge field is inserted in the letter. See Figure 4-32.
Depending on how your computer is set up, you might see a gray background behind the
merge field. Notice the angled brackets that surround the merge field. The angled brackets
are automatically inserted when you insert a merge field. It is important to note that you
cannot type the angled brackets and merge field information—you must enter it via a dialog
box selection.
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