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Microsoft Word 2004

Mail Merge: Merge Query Options

Word's 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 Query Options in the Data Merge Manager. Sections of this document include:

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.

  1. Open the main document

  2. From the Tools menu, select Data Merge Manager
    The Data Merge Manager appears.

  3. In the Merge section, click QUERY OPTIONS...
    The Query Options dialog box appears.
    Query Options dialob box, Sort Records tab

  4. Select the Sort Records tab

  5. From the Sort by pull-down list, select the appropriate field

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

  7. OPTIONAL: To set sort criteria, from the Then by list(s), select the appropriate field(s)

  8. Click OK

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.

  1. Open the main document

  2. From the Tools menu, select Data Merge Manager
    The Data Merge Manager appears.

  3. In the Merge section, click QUERY OPTIONS...
    The Query Options dialog box opens.

  4. Select the Filter Records tab
    Filter Records tab of the Query Options dialog box

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

  6. 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

  7. In the Compare to text box, type the value/text that the information should be compared to
    EXAMPLE: To finish merging the records of those who have a certain job title equal to something, in the Compare to text box, type Professor

  8. OPTIONAL: To set up additional criteria for filtering, select And or Or from the pull-down list and repeat steps 5-7 as necessary

  9. Click OK

  10. Finish merging your document
    Only the records which meet your criteria will be merged.

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