Microsoft Word XP

Mail Merge: Working with the Recipient List

For a successful Mail Merge, you will need to establish a recipient list, also referred to as the data source. This contains the information that will vary with each record, such as names or identification numbers. If you are creating a mailing list, for example, names and addresses will be included in your data source.

You can either create a new data source or use a pre-existing source, such as your Outlook Contacts. You may also wish to alter the entries in your data source without having to open it, change the appropriate entries, and then save the changes. Mail Merge allows you to specify which individual entries you want to include as well as add and delete data document entries and fields. This document covers the following topics:

Creating a New Data Source
Adding and Deleting Data Source Entries
Adding and Deleting Data Source Fields

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

Creating a New Data Source

Before creating the data document, take a moment to plan out the information you want to include. While creating your data document, you can add or remove fields to tailor the document to suit your needs. Creating a new data source is an option in the third step of the Mail Merge Wizard.

From the Tools menu, select Letters and Mailings » Mail Merge Wizard...
The Mail Merge task pane appears.
Under Select document type, make the appropriate selection
Click NEXT: STARTING DOCUMENT
Under Select starting document, make the appropriate selection
Click NEXT: SELECT RECIPIENTS
From the Select recipients section, select Type a new list
From the Type a new list section, click CREATE...
The New Address List dialog box appears.
In the Enter Address information section, enter the appropriate information in the desired fields
OPTIONAL:
1. To remove fields, refer to Deleting Fields
2. To add fields, refer to Adding Fields
3. Repeat steps a and b until you are left with the desired data fields
4. Click OK to return to the New Address List dialog box
OPTIONAL:
1. To add additional entries, refer to Adding an Entry
2. To delete an entry, refer to Deleting an Entry
3. Repeat steps a and b until all of your entries have been made
4. Click OK to return to the New Address List dialog box
When all entries are complete, click CLOSE
The Save Address List dialog box appears.
NOTE: The default save location is My Data Sources and the file extension is .mdb (Microsoft Office Address Lists).
Using the Save in pull-down list, navigate to the desired save location
In the Field name text box, type the desired name for your address list
Click SAVE
The Mail Merge Recipients dialog box appears.
OPTIONAL: Click on the desired heading which you want the list to be sorted by
HINT: You can use the check boxes and buttons to add/remove recipients to this list.
When finished typing the list, click OK

Adding and Deleting Data Document Entries

You can add, edit, or delete records even after you have merged the data and main documents. For the changes to take effect, however, you will have to re-merge the documents. If you want to create a new data document, see Creating a New Data Source.

Accessing the Data Document

Open the main document
From the Tools menu, select Letters and Mailings » Show Mail Merge Toolbar
The Mail Merge Toolbar appears.
From the Mail Merge Toolbar, click OPEN DATA SOURCE
The Select Data Source dialog box appears.
Using the Look in pull-down list and other navigational tools, navigate to and select the data document.
Click OPEN
From the Mail Merge Toolbar, click MAIL MERGE RECIPIENTS
The Mail Merge Recipients dialog box appears.
Select the desired entry by clicking it once
Click EDIT...
The Address List dialog box appears.

Adding an Entry

Open your data document by following the instruction under Accessing the Data Document
Click NEW ENTRY
If you previously had four records, the number shown in Total entries in list should change to five.
Type the new record information
Repeat steps 2 and 3 as necessary
To save the new information, click CLOSE

Deleting an Entry

Open your data document by following the instruction under Accessing the Data Document
In the View Entries section of the Address List dialog box, click the buttons to display the record you want to delete
Click DELETE ENTRY
A dialog box appears prompting you to confirm the deletion
Respond appropriately
Repeat steps 2-4 as necessary
To save the data document, click CLOSE

Adding and Deleting Data Document Fields

You can add field names or delete field names even after you have merged the data and main documents.

Adding Fields

Open your data document by following the instruction under Accessing the Data Document
From the Address List dialog box, click CUSTOMIZE...
The Customize Address List dialog box appears.
Click ADD...
The Add Field dialog box appears.
In the Type a name for your field text box, type the desired field name
Click OK
The new field appears in the Field Names section.
Repeat steps 3-5 until all desired fields have been added
Click OK
In the new field(s), type the appropriate information
Click CLOSE
The Mail Merge Recipients dialog box appears, with the new field and information added.

Deleting Fields

If you delete a field, the data in the field is also deleted.

Open your data document by following the instruction under Accessing the Data Document
From the Address List dialog box, click CUSTOMIZE...
The Customize Address List appears.
In the Field Names section, select the field you want to remove
Click DELETE
A dialog box appears prompting you to confirm the deletion appears.
Respond appropriately