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Merge Record # Merge Sequence # Next Record Next Record If Set Bookmark Skip Record If
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Part 6: Advanced Word: XML, Forms, and VBA
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Microsoft Office Word 2003 Inside Out
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Previewing the Merge
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The next step in the merge process involves reviewing the data merged into your document. The first document is displayed by default with your first recipient s data in the Word win dow (shown in Figure 30-13). You can page through the recipients by clicking the previous (<<) or next (>>) button in the wizard task pane.
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Figure 30-13.
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The merge data is shown automatically in your main document during Preview.
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Finding a Specific Entry
If you want to locate a particular recipient in your list, click the Find A Recipient link in step 5 of the Mail Merge Wizard or click Find Entry on the Mail Merge toolbar. The Find Entry Find Entry dialog box appears so that you can type in the Find box the data you d like to locate. Specify the field you want to search, if necessary, and then click Find Next. Word locates the text you indicated in the merge document.
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Part 6: Advanced Word: XML, Forms, and VBA
Performing Mail Merges
Excluding a Recipient
If you want to remove a recipient from the current merge operation, you can click Exclude This Recipient in the Make Changes section of the task pane. The entry is removed and the next recipient in the list is displayed. If you change your mind and want to include the recipient after all, click the Edit Recipient List link to display the Mail Merge Recipients dialog box. Scroll to the recipient record you want to display, and select the check box in the left column. Click OK to close the dialog box. The recipient will be included in the merge. Tip Test before you print Before you go too far in designing your letter, print a sample to make sure it fits on your company stationery, particularly if you have a specialty logo or an unusual address line at the bottom of the page. Test your printout to make sure everything fits before you start the merge operation.
Checking for Errors
If you re preparing a merge operation with hundreds or thousands of records, it s an especially good idea to run a test before you perform the actual merge. Word gives you an easy way to run a quick check for errors. Simply click the Check For Errors button on the Mail Merge toolbar to display the Checking And Reporting Errors dialog box (shown in Figure 30-14). You have three choices for the way in which you test your merge: you can simulate the merge and save the errors in a new document; you can go ahead and run the merge operations, but have Word stop and alert you when an error is found; or you can complete the merge without pausing for errors and have Word report the errors in a new document.
Figure 30-14. dialog box.
Select an error-checking method in the Checking And Reporting Errors
Part 6: Advanced Word: XML, Forms, and VBA
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The difference between these options is that one runs a practice test that reports on errors it finds but does not make changes in the document. The second option, the default, performs the merge but alerts you immediately whenever an error is found. If this is the first time you ve used Word s mail merge utility, it s a good idea to test it out using the simulation until you feel comfortable proceeding with the real thing. The third option enables you to go ahead and print, but collects any errors in a separate document so that you can review them after the merge is complete.
Microsoft Office Word 2003 Inside Out
Merging the Documents
The final step in the mail merge process involves printing, sending, or saving your document with the data intact. The actual merge is a bit anticlimactic. To finalize the merge, you simply click the Next button in the wizard or click the appropriate button on the Mail Merge toolbar, depending on whether you re merging to a new document, the printer, e-mail, or fax.
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