Microsoft Office Tutorials and References
In Depth Information
Selecting recipients
Selecting recipients
If you don’t plan to use the entire database, you can use the Mail Merge Recipients dialog
box, shown in Figure 10.16, to select just the recipients you want to use. To open the
dialog box, click Edit Recipient List in the Start Mail Merge group of the Mailings tab. Use the
check boxes shown to include or exclude records. To quickly deselect all records, clear or
select the check box at the top of the list, just to the right of Data Source.
FIGURE 10.16
Select just the target recipients using the Mail Merge Recipients dialog box.
Editing a data source
Depending on your data source, you sometimes can edit the contents of the fi le by clicking
the fi le in the Data Source box of the Mail Merge Recipients dialog box and then clicking
Edit. Make the changes you need in the Edit Data Source dialog box, and click OK. Then
click Refresh to ensure the data is updated for the merge. When your data source is Outlook
contacts, note that Edit is not an option. To change your Outlook data, you must use
Outlook. Once you’ve made your change in Outlook, you can then refresh the records you
see in the Mail Merge Recipients list by highlighting the data source and clicking Refresh.
Sorting records
When editing non-Outlook data, you can sort using Word controls. Click the arrow next to a
fi eld to drop down a list of sort options, shown in Figure 10.17. For example, if you want
to fi filter out records for which the contents are blank, click the drop-down list arrow for
that fi eld and choose Blanks. To select only records for which the e-mail address is not
blank, click Nonblanks. To restore the list to show all records, choose the All option.
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