Software

Create different mailings from the same list using Word 2007's Edit Recipients filter

See how a new mail merge feature in Word 2007 makes it easier to specify the records you want to include in a mailing.

You may have one Access or Excel table containing your customers' names and addresses. From this table, you want to create separate mailing lists based on certain field values. With the Edit Recipients feature, you don't have to depend on the table's application filter to create the new lists. Word 2007 has added a Filter feature to its Edit Recipients dialog box that lets you create a number of lists from the same data file. For example, suppose you need to send a letter to all your customers in Illinois. Follow these steps:

  1. Click on the Edit Recipients button in the Mailings tab.
  2. In the Mail Merge Recipients dialog box (Figure A), click Filter.
  3. Click the first drop-down box and select State.
  4. Press Tab twice, enter IL, and then click OK (Figure B).

Figure A

Figure B

As Figure C shows, only those records whose State field equals IL will be listed.

Figure C

You can also use this feature to omit any records where a specified field is blank. For example, say you want to send a statement of the customer's balance. If you don't want to print a statement for any customers whose Balance field is empty, follow these steps:

  1. Click on the Edit Recipients button in the Mailings tab.
  2. Click Filter.
  3. Click the first drop-down box and select Balance.
  4. Click the Comparison box drop-down arrow and click Is Not Blank.
  5. Click OK.


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