Sorting and Filtering Data

When you are working with large numbers of records, it is often helpful to organize those records in a particular order. For example, if you are doing a bulk mailing via the USPS, they require that the pieces of the mailing be sorted in zip code order for you to receive the savings associated with the bulk mail rate. Word can easily accomplish this task for you so the records are merged and printed in zip code order. You can sort and filter records by any of the merge fields specified in the record.

Sort and Filter Records

On Step 3 of 6 in the Mail Merge task pane, click Edit Recipient List.

To sort the data in a column, click the field column heading (not the list arrow inside of it).

To filter out data in a field column by a specific criterion or value, click the list arrow in the column heading, and then select a filter option or value.

To perform advance sorts, where you compare the values of certain fields, click the list arrow for any field, and then click Advanced.

If you chose an advanced sort, select or enter filter and sort criteria in the Field, Comparison, and Compare To box, and then click OK.

When you're done, click OK.

Click Next: Write Your Letter on the task pane to display Step 4 of 6.

Did You Know?

You can display all the data in a column . In the Mail Merge Recipient dialog box, click the column heading list arrow used for a filter, and then click All.