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Use mail merge for mass mailings and more

Elements in an Address Block field

Some fields you might use in a mail merge are actually made up of other fields. For example, the Address Block field you can add to a letter, envelope, or label is actually a combination of several fields, including first name, last name, street address, city, and postal code.

Fields that insert data file information correspond to column headings from your data file. By putting a field in a document, you indicate that you want a certain category of information, such as last name, city, or personal note, to appear in that location.

The specific information that prints or displays in an individual merged document will be from one row (record) in the data file.

You can combine fields and separate them by punctuation marks. For example, to create an address, you could set up fields in your document like this:

«Name» «Surname»

«Address»

«City», «State» «Zip»

You can also control how unique information looks in merged documents by formatting fields. For example, you might want names to be bold or colored red. In the main document, select the field, including the surrounding chevrons (« »). On the Format menu, click Font, Paragraph, or another command you want, and choose formatting options.

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