Word displays a preview of the first merged letter for you to examine. The merge fields are replaced with data from your data source.
Click the arrows in the Mail Merge task pane to view your letters one by one. To exclude a letter from the merge, click Exclude this recipient .
Click Find a recipient if there is a particular person whose merged information you want to review. The Find Entry dialog box opens.
Type some text that you know appears in the person's letter, such as the name of the person's street. Click Find Next .
INTRODUCTION
At this step in the mail-merge process, Word allows you to see what your letters will look like when they are merged. You can browse through the previewed letters, or use the Find feature to jump to a particular merged letter you want to view. In addition, you can exclude particular records from your merge. If you find problems when previewing the letters, you can fix them before you actually run the merge.
TIP
Fixing a Problem in Your Main Document
If you see the same problem in every letter (for example, a field is in the wrong location, or it contains a typo), go back in the Write your letter step of the wizard, fix the main document, and then return to this step.
The letter to that recipient appears. When you are finished searching for particular recipients, click the Find Entry dialog box's Cancel button to close it.
If you see incorrect data in one of your letters or want to change the sort order, click Edit recipient list to display the Mail Merge Recipients dialog box.
Make any changes in this dialog box (refer to "Sorting and Editing the Recipient List" earlier in this part). When you're finished, click OK .
When you are finished previewing your letters, click Next: Complete the merge at the bottom of the Mail Merge task pane, and continue to the next task.
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Speeding the Search for a Particular Letter
Notice that the Find Entry dialog box you use to locate a particular person's letter contains a This field option button. If you know the name of the field in which the text you typed in the Find field appears, click the This field option, and then select the desired field in the accompanying drop-down list.
