There are several buttons on the Mail Merge toolbar that are useful at the preview stage of a merge.
View Merged Data
Click once to display merge results. Click again to display fields.
Highlight Merge Fields
Click to highlight fields in a document. Click again to turn off highlighting. Note that fields you add using the Insert Word Field
button or Insert Field
dialog box are not highlighted.
Click to open the Match Fields
dialog box. If Word couldn't match a column from your data file with a field, you can match it manually here.
, Previous Record
, Go to Record
, Next Record
, Last Record
Click a button or type a number to locate a specific merged document.
Click to open the Find Entry
dialog box. You can find merged documents that contain specific information.
When you're performing a more complicated merge or one that results in a large number of merged documents, the preview step is essential.
As you can see on the left, there are several buttons on the Mail Merge toolbar that are useful for previewing.
Your preview process might go something like this:
- Click the View Merged Data button to take a quick look at the first merged document.
- If there is information missing, click the Match Fields button to match columns from your data file with fields in the main document.
- When things look good in the first document, use the Next Record button to page through a few more merged documents.
- If you merged a large number of documents, type numbers in the Go to Record box and then press ENTER to check random documents in the set.
When you're satisfied with your preview, you're ready to complete the merge.