Merging the Documents

The next step in the merge process is to have Word create the merged documents so that you can preview the letters that are created. This enables you to be sure that the merge worked correctly (based on the merge fields you placed in the main document). It also enables you to edit any of the form letters created before you print them. Although the Mail Merge task pane allows you to preview each letter separately, the merge process actually creates a single document that places each form letter on a separate page.

Follow these steps:

1. Click the Next: Preview Your Letters link at the bottom of the task pane (refer to Figure 19.6; this is step 4 of 6 and picks up where the previous section left off).

2. The first form letter appears in the Word window (see Figure 19.8). Check to be sure that the merge fields have placed the appropriate information into the form letter. To view the next recipient's letter, click the Next button (>>) at the top of the task pane.

   Figure 19.8. You can view each form letter created by the merge.

   

3. Continue to view the form letters that were created during the merge (using the Next button; if you want to go back to a previous letter, click the Previous button, << ). If you come across a letter to a recipient that you do not want to keep as part of the merge, click the Exclude This Recipient button. The form letter is deleted and the form letter for the next recipient appears in the Word window.

4. When you have finished viewing the form letters created by the merge and are ready to complete the merge process, click the Next: Complete the Merge link at the bottom of the task pane.

5. To send the form letters to your printer, click the Print icon on the task pane. Word sends the letters to your printer.

6. If you want to save the form letters so that you can print them in the future (or save them for later reference), click the Save button on the Standard toolbar. Provide a name and location for the document in the Save As dialog box. Then, click Save to save the document.

After you print the form letters or save the merged document, the merge process is complete. At this point, you can close the task pane, if you want to. Click its Close ( X ) button.