Word 2016 Intermediate/Advanced

Lesson 8 – Using Mail Merge

Word 2016

Field

Record 2

Record 3

State

PA

NJ

Zip Code

18888

09999

Country

USA

USA

E-mail Address

f.wentworth@worldsp ortgoods.com

j.livingston@worldspo rtgoods.com

Qtr Sales

28,450

32,295

Notice that the file name for the saved data source now displays under Use an existing list in the Mail Merge task pane.

S ORTING R ECORDS TO BE M ERGED  D ISCUSSION

Sort records by any field in a data source simply by clicking the corresponding column heading in the Mail Merge Recipients dialog box. You can sort records in alphabetical order by Last Name or in chronological order by the Birth Date field. Click the column heading once to sort records in ascending order; click it a second time changes the sort to descending order.

To sort on up to three fields, use the Sort link to open the Filter and Sort dialog box. If you have several people in a data source named Smith, sort the records first by the Last Name field and then by the First Name field.

Filter data sources to display only specific records. The drop-down list in any column heading displays all values for that field as well as several filter options. For instance, if you want to send letters to people living in New Jersey, filter the records by selecting NJ from the State field. Word merges only the filtered records.

Select one of the filter options available on any column heading drop-down list. The (Blanks) option displays all records where the corresponding field is blank. The (Nonblanks) option displays all records where the corresponding field contains any information at all. The (All) option turns off any filtering and displays all records. The (Advanced) option opens the Filter and Sort dialog box, where you can create any number of filters.

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