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Using the Mail Merge Toolbar > Using the Mail Merge Toolbar - Pg. 263

Tools Mail Merge 4. Mail Merge Helper. This command opens the Mail Merge Helper dialog, the same as choosing Tools Mail Merge. 5. Check for Errors. This option only checks for basic errors such as when fields in the main document don't actually exist in the data source. It cannot check for formatting errors like merged data not fitting into a field properly. The command can be helpful for making sure your data source is properly structured, but don't rely on it for much else. This command opens a dialog with three options for checking for merge errors: · Simulate the merge and report errors in a new document. I always recommend using this option when creating a new mail merge document. · Perform an actual merge and pause to report errors as they occur. I use this one for long mail merges that I have already used at least once. I don't want to go through an entire long merge only to find out there were errors at the end, especially if I'm merging directly to the printer. terward. This is fine for short merges. · Perform an actual merge without pausing and report any errors in a new document af- 6. Merge to new document. This command performs a merge, combining the data source and main document and presenting the results in a new document. This command skips the Merge dialog box and goes straight to the actual merge. The Merge dialog and merge targets are discussed next in Section . 7. Merge to printer. This command skips the Merge dialog and merges the data source and main document to a printout. 8. Merge . This command opens the Merge dialog. 9. Find Record. This command opens a simple dialog used to search a specific field for a text string. Pick the field from a drop-down list, type in the search criteria, and matching records are displayed. This is useful for finding, editing, or merging re- cords that all match a certain criteria (maybe all people from the same state). 10. Edit Data Source. This opens the Data Form dialog (Figure 9-13), used to enter records. 11. Insert Word Field. Use this drop-down list to insert special Word fields to help control the merge process. Available fields include: · Ask. This field causes a dialog to open during the merge process asking for further input. For example, you might want to add a personal comment to a form letter. During the merge process, a dialog opens for each record asking for that comment. Ask fields rely on bookmarks as data locations when merging. Since the same bookmark can be added to multiple places in a document, a single Ask field can insert text in multiple locations. For more on using bookmarks, see Chapter 7. Use the Insert Word Field: Ask dialog (Figure 9-15) to set up the Ask field. Enter instructions to the user for entering text into the Prompt box. Enter suggested text (such as a sample comment) into the "Default bookmark text" field. Select the "Ask once" option to have Word ask for input only once at the beginning of the merge Tools Chapter 9:Tools | 263