Creation “Mailing list” (2003 and XP)

Now we know how a “mail merge” (“Mail Merge”) works with an existing table. We looked at how we can do it, but we first have to create an address list.
In step 3 of the “Mail Merge Wizard” (“Mail Merge Wizard”), we choose “Type a new list” (“Type a new list”) and click “Create” (“Create”).
This opens the “New directory” dialog where we can add, delete, search, sort and customize records.
To start typing a first record, use the tab key on your keyboard to move to the next field.
If you have completed the first record, click the “New Entry” (“New Entry”) button.
Repeat until all records have been entered.
If you want to delete a record, put the first record in the “New Directory” dialog and click on the “Delete Entry” (“Delete Entry”) button.
To find records click on the “Find Entry” (“Find Entry”) button.
Type eg. a name and click the “Find Next” button in the “Search” textbox in the window that appears,
In order to filter or sort records, click the “Filter and Sort” (“Filter and Sort”) button.
In the “Filter and Sort” we have two tabs:

In the “Filter Records” tab, we select at least one field where we want to filter. The maximum number is four.
In the “Sorting records” tab, we can sort ascending and descending, on maximum 3 fields.

Clicking on the “Customize” (“Customize”) button opens the “Customize Address List”.
In this window you can add fields, remove fields, change field names and the order of the fields in our list.

Creation of “Mailing list” (2000 and ’97)

Select “Tools” – “Mail Merge” in the menu bar.
In the “Data Source” section of the dialog box, click “Get Data” and select “Create Data Source …” from the dropdown menu.
The “Create Data Source” dialog appears.

“Word” already provides a number of typical name fields that we could possibly use.
If you want to remove field names, select the field name, and click the “Remove Field Name button”.
If you want to add a field name, enter a name in the “Field name:” and click on the “Add Field Name”.

You can also order the fields by the field name, you have to select the field for this and click the up and down arrow buttons.

When you finish modifying the structure of the table, click the OK button.
This opens the “Save as …” .
Give the file a name, and click the “Save” button.

To add records to our new table, we click the “Edit Data Source” button in the “Mail Merge” toolbar.
Type information in the first field, and press “Enter” on your keyboard to move to the next field.
Repeat this for all your records.
Click OK when you’re done.

To delete a record, we use the arrows to search and navigate to the record.
Once we have found, we click the “Delete” button
To add a record click “Add New” button. In the blank record, enter data, and click OK when you’re done.

To find records, click the “Find” button.
In the dialog box, type the criteria in the “FindWhat” box.
Select the field from the dropdown menu where you want to search.
And click the “Find First” button.
Click “Close” to return to the data form.

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