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Use mail merge for mass mailings and more

Insert Word Field button on Mail Merge toolbar

While you can insert any Word field by clicking Field on the Insert menu, you can also use the handy Insert Word Field button on the Mail Merge toolbar to insert a few Word fields most useful for mail merge. Four of those fields are defined here. To learn more about any field you find by using the Field command or Insert Word Field button, search for the field name in Word Help.
Callout 1 Ask Prompts you to enter information each time Word merges a new document, and associates a bookmark with the response. You also have to place a Ref field where you want the response to appear. Use when you want to insert your response in more than one location.
Callout 2 Fill-in Prompts you to enter information each time Word merges a new document. The text you type replaces the field in the document. Use when you want to insert your response in just one location.
Callout 3 If...Then...Else... Does one of two alternative actions, depending upon a condition.
Callout 4 Merge Record # Prints the record number in each resulting merged document. The number reflects the sequential order of the data records you selected for a merge.

In addition to adding fields, such as Name, City, or Current Salary, that serve as placeholders for information in your data file, you might also want to add fields that display information about the document itself or perform some action or calculation. Just click the Insert Word Field toolbar button.

For example, you can use the Merge Record # field to print a sequential record number in each merged document. This is one way of adding unique numbers to a series of coupons, for example.

Or, you can use the If...Then...Else... field to add conditional information. Let's say your data file contains a Gender column and you are printing employee contracts. You can add an If...Then...Else... field that says if the value in the Gender column is Male, say "he" here; if the value is not Male, say "she." You'll get a chance to use one of these fields in the practice session at the end of this lesson.

Or, you might use a Fill-in field if you want to type information, such as a client's name or a product number, in each merged document in response to a prompt.

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