Microsoft Office Tutorials and References
In Depth Information
If you want to take advantage of bulk mailing rates, then your pieces need to be sorted by Zip code. Also, the USPS
prefers that mailing names and addresses be entered in all capital letters. The USPS.com w ebsite includes
a lot of guidance about how to prepare you mailings, including this article: http://pe.usps.com/
Word also enables you to ﬁ filter records to either include or exclude records with data ﬁ elds
matching speciﬁ c criteria. To ﬁ filter records, click Filter under Reﬁ ne recipient list. The Filter
and Sort dialog box appears with its Filter Records tab selected, as shown in Figure 10.19.
Use the options shown to ﬁ filter by speciﬁ c values. As shown here, you can use it to include
speciﬁ c Zip codes. Although the dialog box initially shows just six ﬁ filter ﬁ elds, you are not
limited to that many. Just keep applying ﬁ filters, and new rows will appear as needed.
You can specify multiple ﬁ filter criteria.
The dialog box shown in Figure 10.19 shows the Equal to comparison. Additional
operators include Not equal to, Less than, Greater than, Less than or equal, Greater than or
equal, Is blank, Is not blank, Contains, and Does not contain. The latter entries help you
ﬁ filter by text entries in the ﬁ eld. Also note that you can ﬁ filter a list using the ﬁ eld’s
column heading, as shown in Figure 10.17. Click the column heading drop-down list entry,
and then click the column contents to ﬁ filter for. To remove the ﬁ filter, reopen the
dropdown and click (All).
When i ltering by Zip code, if your database contains nine-digit Zip codes, use the Contains i filter rather than the
Equal to i filter. Using Equal to, you would need to specify all nine digits in the i filter, and specifying as many as 9,999
different i filters doesn’t seem like a productive use of your time.