Works Suite: How to Filter a Mail Merge Using Select Names (258023)

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You can merge any of the data contained in the Windows Address Book. The following example merges name and address data onto a form letter, and then uses the Select Names command to filter the data to a select set of names.

A Windows Address Book containing nine names is used in this example: Amy, Charlie, and Charlton Anderson; Eric, Frank, and Geoff Miller; and James, Jeff, and Neil Smith.

To merge data from the Windows Address Book to a Word 2000 document and filter the data using the Select Names command, follow these steps:

1. Start Word 2000, and then create the document to which you want to merge the Windows Address Book data.
2. On the Tools menu, point to Mail Merge, and then click Document Type.
3. In the Document Type dialog box, select Form Letter, and then click OK.
4. In the Open Data Source dialog box, click Merge from the Address Book.
   
   Note that the Mail Merge toolbar is now present.
5. Position the insertion point at the upper left corner of the document.
6. Click Insert Merge Field on the Mail Merge toolbar.
7. Click First_Name.
8. Press the space bar, click Insert Merge Field, and then click Surname.
9. Press ENTER, and then insert Home_Address_Street.
10. Press ENTER, insert Home_Address_City, press the space bar, insert Home_Address_State_or_Province, press the space bar, and then insert Home_Address_Postal_Code.
11. The top left of the document should look similar to the following:

    <<First_Name>> <<Surname>>
    <<Home_Address_Street>>
    <<Home_Address_City>> <<Home_Address_State_or_Province>>
    <<Home_Address_Postal_Code>>
    					

12. Click View Merged Data on the Mail Merge toolbar, and then click the Next Record and Previous Record buttons to confirm that all nine names and address are available.
13. On the Tools menu, point to Mail Merge, and then click Select Names.
    
    The Select Names dialog box appears.
14. Use one of the following methods to filter (sort) the names:
    • Method 1: Find a Single Name
      1. In the Select Names dialog box, in the box to the left of Find, begin to type the name of the person that you want.
         
         In the example, type Fra. The name Frank Miller is highlighted.
      2. When the person's name is highlighted, click Select to move the name to the Merge Recipients list.
    • Method 2: Select Names
      1. To select names from the Name list, click a name that you want (for example, Charlie Anderson), and then click Select.
         
         Note that Charlie Anderson now appears in the Merge Recipients list.
      2. Repeat this step to add Amy Anderson to the Merge Recipients list.
    • Method 3: Find a Group of Names
      1. To select a group of names with a common last name, click Find.
      2. Type Smith in the Name box, and then click Find Now.
      3. When the list appears with everyone named Smith, you can select the Smiths that you want with conventional Windows rules, (press CTRL to add names as you click them, or click a name and press SHIFT, and then click another name to add all the names in between the selections).
      4. Click James Smith, press SHIFT and click Jeff Smith, and then click Select. All the Smiths are added to the Merge Recipients list.
15. Review the list of recipients to determine if anyone should be deleted. To delete a recipient, right-click the recipient's name, and then click Remove.
16. After the list is complete and reviewed, click OK.

NOTE: Method 3 can be used to filter names by city. To filter names by city, type the city in the Address box, and then click Find Now.

NOTE: The sample companies, organizations, products, people and events depicted herein are fictitious. No association with any real company, organization, product, person or event is intended or should be inferred.