| After you have entered all of the records in a data source (or opened an existing data source), Word gives you an opportunity to sort the list by any one of its fields or to remove people from the mail merge. (To sort by more than one fieldfor example, to sort by ZIP code, and then sort by last name within each ZIP codeuse the method described in "Sorting Records in a Merge" later in this hour .) To sort and edit your recipient list, follow the previous set of steps, and then continue with these: -
After you've created and saved your data source, the Mail Merge Recipients dialog box opens (see Figure 14.11). Each row is one record, and the fields are arranged in columns across the top of the dialog box. Figure 14.11. Use the Mail Merge Recipients dialog box to sort and edit your address list.  -
To sort the records by one particular field, click the gray column label. If you sort your list, Word remembers the sort order the next time you run the merge, and any new records you add are automatically sorted into the proper place in the list. (If you want to sort by two or three fields instead, see "Sorting Records in a Merge" later in this hour.) -
Clear the check boxes for any people you do not want included in the merge. -
If you see any records that are incorrect, click the Edit button in the Mail Merge Recipients dialog box to display a dialog box where you can edit the record. (This dialog box looks like the New Address List dialog box shown in Figure 14.9 except for its title bar.) When you have made your changes, click the Close button in the dialog box to return to the Mail Merge Recipients dialog box. -
When you are done, click OK . -
In the Mail Merge task pane, click Next: Write Your Letter. You are now ready to complete the merge document by adding text and inserting fields from the data source. This is completed in the section that follows .  |
