Mail merge: Edit recipients

Edit Recipients dialog box

Use this dialog to select which recipients you want to send your mailing to.

The list of recipients    Shows all the records that will be used in your mail merge. Each line is selected by default. Clear any names that you don't want to send to.

Data Source    Select Edit to change individual fields, or add records. If you created or own the list, you can also delete records, or customize columns in the data source. Refresh will update the recipient list if it needs it.

Sort     Select up to three level of fields to sort in ascending or descending order. The list of recipients will re-display to reflect the sort. For more info, see Query Options Sort dialog.

Filter    Compares the fields of the list and compares them to one or more strings you provide. Comparisons include:

  • Equal to or Not equal to

  • Less than or Greater than

  • Less than or equal or Greater than or equal

  • Is blank or Is not blank

  • Contains or Does not contain

Comparisons are not case sensitive, so MEGAN matches with megan, Megan, or mEGAN. The list of recipients will re-display to reflect the filter results. For more info, see Query Options Filter dialog.

Find duplicates    Scans and displays any duplicate records based on the First and Last names. In the list, you can clear the box for any you don't want to include in the mailing. Clearing the box doesn't remove the record from the main recipient list, just clears the box associated with the name.

Find recipient    Scans and highlights records with fields that match the text you enter. You can scan all fields in the records, or specify just one, such as City or State. When more than one are found, and the first one is highlighted. Select Find Next to scroll though all the matches.

Validate addresses    Uses a third-party address validation technology to check the address in your data source. If you don't have one set up, selecting this will give you the option to go to a page for more info where you can purchase the service.

OK    Exits the dialog. Changes are already saved as you apply sorts, filters, or other parameters.

Edit recipients dialog

Edit your mailing list

Go to Mailings > Edit Recipient List to edit the recipient list

Edit List Entries    Shows the data source one record at a time. Choose and edit any of the fields. Changes are saved if you switch to another record or select OK.

Find    Scans for a match to a string you specify for a field in your data source. Find is not case sensitive, so MEGAN will find Megan, megan, and mEGAN. If the Find in Field dialog comes up over your Edit List Entries dialog, you may want to move it out of the way to see the records it finds. Select Find Next to continue looking. A pop-up tells you when Word has reached the end of the data source database.

View Source    Brings up a document with a table of the entries in your data source file. You can use it to make changes to many fields quickly. Tab from field to field. To add records, we recommend you select the table and turn on borders (Home > Borders). Go to the last field of the last record and press Tab. This will create a new record. You can also go to Layout next to Table Design, and select Insert above or below to add a new record.

OK    Closes the dialog.

Edit recipients dialog

Sort the list to find groups

You can sort your list of recipients to group your information in certain ways, such as by specific cities.

  1. Go to Mailings >Filter Recipients.

  2. Select Sort Records > Sort By, and select the field name you want to sort by.

    Click Sort Records to sort items in the mail merge

    To sort by multiple fields—for example, by state and then by city, select Then By, and then select the additional fields you want to sort by.

    Click to sort by multiple fields

  3. When all of the fields are sorted how you want, select OK.

    For more info, see Query Options Sort dialog.

Filter the list to view only the rows you want to include

You can filter the list so that just the people or items you want to include in the merge appear—for example, only people in a specific city or inventory items at a specific price.

  1. Select Mailings >Filter Recipients.

    Click to filter mail merge list

  2. In Filter Records, select the column you want to filter by.

    Click the field you want to filter by

  3. Select Comparison, and the type of comparison you want to make.

    Click the Comparison options you want to set

  4. In the Compare to box, type the value for the filter.

  5. Select And or Or, and then add another condition to your filter if you want. For example, select Or, choose City in the Field list, select Equal to, and then type the name of the second city.

  6. Select OK.

  7. For more info, see Query Options Filter dialog.

Now you’re ready to insert mail merge fields in the document you’re using for email merge or Mail merge in Word.

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