Microsoft Office Tutorials and References
In Depth Information
Selecting recipients
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 w ebsite includes
a lot of guidance about how to prepare you mailings, including this article:
businessmail101/addressing/deliveryaddress.htm .
Filtering records
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.
FIGURE 10.19
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.
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