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Mail merge I: Use mail merge for mass mailings

Previewing first recipient in mail merge

In Step 5 you can review your merge before you complete it. At the preview step, you still have the opportunity to add or remove fields, limit the number of recipients, and specify information.

After you've added all the content and fields to the main document, you're ready to preview how the merged documents will look. When you click Next at the bottom of the wizard to move to Step 5, the first merged document automatically appears. Depending upon how the first document looks, you have a number of choices:

  • If things don't look right, click Previous at the bottom of the wizard. By returning to the previous step, you can add, delete, or match fields, or make other corrections so that the information is displayed correctly.

Tip     When you preview, if you still see fields and chevrons in your document instead of the values for those fields, click the Preview Results on the Mailings tab. Besides showing the individual merged documents, the Preview Results command also toggles between showing the field codes and showing their values.

  • If things look good, click the double right arrow button Button image at the top of the wizard to page through a few more of the merged documents, as shown in the picture.
  • If you want to view the merged document for a particular recipient, click Find a recipient to search for that person. As you page through the documents, you can exclude any person from the merge by clicking Exclude this recipient.

Note     You're excluding a recipient only from the final merge results, not deleting anything from the recipient list.

  • If you realize that the merge includes some recipients you don't actually want to include, click Edit recipient list to open the Mail Merge Recipients dialog box. As described previously, you can use this dialog box to narrow down the recipient list.
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