(Legacy) Microsoft Word 2003: Mail Merge: Working with the Recipient List

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Note: This article is based on legacy software.

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.

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.

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

  2. Under Select document type, make the appropriate selection

  3. Click NEXT: STARTING DOCUMENT

  4. Under Select starting document, make the appropriate selection

  5. Click NEXT: SELECT RECIPIENTS

  6. From the Select recipients section, select Type a new list

  7. From the Type a new list section, click CREATE...create button
    The New Address List dialog box appears.
    new address list dialog box

  8. In the Enter Address information section, enter the appropriate information in the desired fields

  9. OPTIONAL:
    1. To remove fields, refer to Deleting Fields below
    2. To add fields, refer to Adding Fields below
    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

  10. 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).

  11. OPTIONAL:
    1. To add additional entries, refer to Adding an Entry below
    2. To delete an entry, refer to Deleting an Entry below
    3. Repeat steps a and b until all of your entries have been made

    4. To return to the New Address List dialog box, click OK

  12. Using the Save in pull-down list, navigate to the desired save location

  13. In the Field name text box, type the desired name for your address list

  14. Click SAVE
    The Mail Merge Recipients dialog box appears.

  15. 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 include/exclude recipients in the merge.

  16. When finished typing the list, click OK

Accessing the Data Document

Once your data source has been created, you can continue to make changes to it. In order to do so, you must open the data source.

  1. Open the main document

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

  3. In the task pane, verify that you are on Step 3: Select recipients 
    HINT: To move to a next or previous step, at the bottom of the task pane, click the appropriate link.

  4. Under Select recipients, click EDIT RECIPIENT LIST...
    The Mail Merge Recipients dialog box appears.
    mail merge recipients dialog box

  5. Select the desired entry by clicking it once

  6. Click EDIT...
    The Address List dialog box appears.
    address list dialog box

Adding and Deleting Data Source Fields

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

Adding Fields

  1. Access the Data Document (above)

  2. From the Address List dialog box, click CUSTOMIZE...
    The Customize Address List dialog box appears.

  3. Click ADD...
    The Add Field dialog box appears.

  4. In the Type a name for your field text box, type the desired field name

  5. Click OK
    The new field appears in the Field Names section.

  6. Repeat steps 3 - 5 until all desired fields have been added

  7. Click OK

  8. For the added field(s), type the appropriate information

  9. Click CLOSE
    The Mail Merge Recipients dialog box appears, with the new field and information added.

Changing Field Order

  1. Access the Data Document (above)

  2. From the Address List dialog box, click CUSTOMIZE...
    The Customize Address List dialog box appears.

  3. From the Field Names scroll list, select the field name you want to move

  4. Click MOVE UP or MOVE DOWN

  5. Repeat steps 3 - 4 until all desired field names have been repositioned

  6. Click OK

  7. Click CLOSE
    The Mail Merge Recipients dialog box appears.

Deleting Fields

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

  1. Access the Data Document (above)

  2. From the Address List dialog box, click CUSTOMIZE...
    The Customize Address List appears.

  3. In the Field Names section, select the field you want to remove

  4. Click DELETE
    A confirmation dialog box appears.

  5. Respond appropriately

  6. Repeat steps 3 - 5 until all desired fields have been added

  7. Click OK

  8. Click CLOSE
    The Mail Merge Recipients dialog box appears.

Adding and Deleting Data Source 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, refer to Creating a New Data Source above.

Adding an Entry

  1. Access the Data Document (above)

  2. Click NEW ENTRY
    HINT: If you previously had four records, the number shown in Total entries in list should change to five.

  3. Type the new record information

  4. Repeat steps 2 - 3 as necessary

  5. To save the new information, click CLOSE

Deleting an Entry

  1. Access the Data Document (above)

  2. In the View Entries section of the Address List dialog box, click the buttons to display the record you want to delete

  3. Click DELETE ENTRY
    A confirmation dialog box appears.

  4. Respond appropriately

  5. Repeat steps 2 - 4 as necessary

  6. To save the data document, click CLOSE