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Microsoft Word 2003

Mail Merge: Query Options

Word's Mail Merge feature allows you to customize the actual merge. For example, you can have the records sorted to print out in a specific order, or you can create a filter so you only merge records that meet specific criteria. These options are selected through the Query Options dialog box.

NOTE: For more information on the data document, refer to Mail Merge Wizard: An Overview.

return to topSorting the Records

By selecting a sort order, you can determine the order in which your records are merged and subsequently printed. For example, you could print letters in numerical order, by zip code, or alphabetically by last name.

Sorting the Records: QuickSort

  1. Open the main document

  2. From the Tools menu, select Letters and Mailings » Mail Merge...
    The Mail Merge task pane appears.

  3. Under Select document type, make the appropriate selection

  4. Click NEXT: STARTING DOCUMENT

  5. Under Select starting document, make the appropriate selection

  6. Click NEXT: SELECT RECIPIENTS

  7. Under Select recipients, make the appropriate selection

  8. Click EDIT RECIPIENT LIST...
    The Mail Merge Recipients dialog box appears

  9. Click the heading you want to sort by
    HINT: Clicking the same heading again will reverse the order of the sort.

  10. Click OK
    You are returned to the Mail Merge task pane.

Sorting the Records: Advanced Sort

  1. Open the main document

  2. From the Tools menu, select Letters and Mailings » Mail Merge...
    The Mail Merge task pane appears.

  3. Under Select document type, make the appropriate selection

  4. Click NEXT: STARTING DOCUMENT

  5. Under Select starting document, make the appropriate selection

  6. Click NEXT: SELECT RECIPIENTS

  7. Under Select recipients, make the appropriate selection

  8. Click EDIT RECIPIENT LIST...
    The Mail Merge Recipients dialog box appears.

  9. From the pull-down list located on the heading, select (Advanced...)
    The Query Options dialog box appears.
    mail merge recipients dialog box, advanced selection

  10. Select the Sort Records tab
    Query Options dialog box - Sort Records tab

  11. From the Sort by pull-down list, select the appropriate option

  12. To set the order in which the records will be sorted, select Ascending or Descending

  13. To set up another sort order(s), from the Then by pull-down lists, select the appropriate options

  14. To close the Query Options dialog box, click OK

  15. Click OK
    You are returned to the Mail Merge task pane.

return to topEstablishing a Filter

By establishing a filter, you determine specific records to be merged and printed according to the criteria you select. For example, you may want to send letters only to personnel from a specific department.

Establishing a Filter: AutoFilter

  1. Open the main document

  2. From the Tools menu, select Letters and Mailings » Mail Merge Wizard...
    The Mail Merge task pane appears.

  3. Under Select document type, make the appropriate selection

  4. Click NEXT: STARTING DOCUMENT

  5. Under Select starting document, make the appropriate selection

  6. Click NEXT: SELECT RECIPIENTS

  7. Under Select recipients, make the appropriate selection

  8. Click EDIT RECIPIENT LIST...
    The Mail Merge Recipients dialog box appears.

  9. From the pull-down list located on the heading, select the entry to use as the filter
    AutoFilter pull-down list

  10. Click OK
    Only the records meeting the selected criteria will be merged.

Establishing a Filter: Advanced

  1. Open the main document

  2. From the Tools menu, select Letters and Mailings » Mail Merge Wizard...
    The Mail Merge task pane appears.

  3. Under Select document type, make the appropriate selection

  4. Click NEXT: STARTING DOCUMENT

  5. Under Select starting document, make the appropriate selection

  6. Click NEXT: SELECT RECIPIENTS

  7. Under Select recipients, make the appropriate selection

  8. Click EDIT RECIPIENT LIST...
    The Mail Merge Recipients dialog box appears.

  9. From the pull-down list located on the heading, select (Advanced...)
    The Query Options dialog box appears.
    mail merge recipients dialog box, advanced selection

  10. Select the Filter Records tab
    Query Options dialog box, Filter Records tab

  11. From the first Field pull-down list, select the field on which you want to base your filter
    EXAMPLE: To merge only the records of a specific job title, from the Field pull-down list, select Job Title

  12. From the Comparison pull-down list, select the type of comparison
    EXAMPLE: To continue merging only the records of those who have a certain job title, from the Comparison pull-down list, select Equal to

  13. In the Compare to text box, type the value/text to which the information should be compared
    EXAMPLE: To finish merging the records of those who are professors, in the Compare to text box, type Professor

  14. If you want to set up other criteria for filtering, select And or Or from the pull-down list and repeat steps 11-13 as necessary

  15. Click OK
    Only the records meeting your criteria will be merged.

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