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To use your Outlook Contacts folder as the data source for the mail merge, follow these steps: 1 Click the Select From Outlook Contacts item on the Select Recipients panel Word displays the Select Contacts dialog box 2 In the Select A Contact Folder To Import list box, select the contact folder you want, and then click the OK button Word displays the Mail Merge Recipients dialog box, discussed in the next section, so that you can choose the contacts to use for the mail merge
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If the Select Data Source dialog box includes an information bar saying Searches might be slow in non-indexed locations, as in the example here, it means that some of the folders in which Windows Vista stores data sources are set not to be indexed As a result, Windows Vista takes longer to find the data sources in these folders If you perform mail merge only occasionally, this may not be a problem But you may choose to add the data source folders to Windows indexed locations To do so, follow these steps: 1 Click the information bar, and then choose Add To Index from the menu that appears, as shown here
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2 Word displays the Add To Index dialog box 3 Click the Add To Index button, and then authenticate yourself to User Account Control to make this change (To authenticate yourself, you must either be logged on using an Administrator account or be able to provide an Administrator password when prompted for one)
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Edit the Recipient List
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When you connect the data source to the merge document, all the records in the data source become available to you If you ve created a data source especially for this merge, you ll probably want to use all of it If you re using an existing data source or your Outlook contacts, you ll most likely want to use only some of the records in the data source For example, if you re using a list of all customers, you might want to write to only those in California, or only those who had bought a particular product
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To edit the recipient list, follow these steps:
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Mail Merge Letters and Much More
1 If you created a new data source or connected to an existing source, choose Mailings | Start Mail Merge | Edit Recipient list Word displays the Mail Merge Recipients dialog box (see Figure 16-2) If you chose the Select From Outlook Contents item, Word automatically displays the Mail Merge Recipients dialog box for you, so you don t need to display it manually 2 Clear the check box for any record you want to exclude
Word automatically selects the check box for each of the records in the list You can clear all the check boxes by clearing the check box in the header row; to
select all the check boxes again, select this check box 3 Choose other options as discussed in the following subsections, and then click the OK button Word closes the Mail Merge Recipients dialog box
FIGURE 16-2
The Mail Merge Recipients dialog box lets you choose recipients for this mail merge from the list in the data source you connected to the merge document
How to Do Everything with Microsoft Office Word 2007
Sort the Recipient List
For many mail merges, you may need to sort the recipient list into a particular order Word lets you perform either a quick sort or a complex sort To perform a quick sort, click a column heading once to sort by that column in ascending order Click the heading again to sort by that column in descending order To perform a complex sort, follow these steps: 1 In the Re ne Recipient List area of the Mail Merge Recipients dialog box, click the Sort link Word displays the Filter And Sort dialog box with the Sort Records tab foremost, shown here with settings chosen
2 On the Sort By line, set up the rst sorting criterion:
In the Sort By drop-down list, choose the field by which you want to sort first Select the Ascending option button if you want an ascending sort (A to Z, small
numbers to large numbers, past dates to future dates) Select the Descending option button if you want a descending sort (Z to A, large numbers to small numbers, future dates to past dates) 3 If necessary, on the rst Then By line, set up the second sorting criterion:
In the Then By drop-down list, choose the field by which you want to sort Select the Ascending option button or the Descending option button
4 If necessary, on the second Then By line, set up the third sorting criterion:
In the Then By drop-down list, choose the field by which you want to sort Select the Ascending option button or the Descending option button
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