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Setting criteria for a mail merge

You can filter your data list so that only certain records are used during the merge.

Filtering on a value in one or more fields

Each field is in fact a list that you can open by clicking the arrowhead that appears at the right of the field name.

Open the main document and if necessary, display the Mailings tab.

Go to the Start Mail Merge group and click the Edit Recipient List button.

For each field you wish to filter:

  1. Open the list on the relevant field.

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Each list contains all the values in that field and the following options: (All), (Blanks), (Nonblanks) and (Advanced).

  • Click the value you require. The (Blanks) option shows all the records which do not have a value in that field, and, conversely, the (Nonblanks) option shows all the records that do have a value in the field.

Only the records that meet your filter criterion are displayed. The arrow on the field name appears in blue when that field is filtered.

To remove the filter from a field and show all its records again, open the field list and choose the (All) option.

A checkbox appears to the left of each recipient’s name in the Mail Merge Recipients dialogue box. Check the box to select or uncheck to deselect that record for the mail merge.

The checkbox in the top row allows you to select or deselect all records.

Filtering on several values from one or more fields

Open the main document, and if necessary, display the Mailings tab.

Go to the Start Mail Merge group and click the Edit Recipient List button.

In the Refine recipient list, click the Filter link.

In the Field list, ...