Select a range for “Mail Merge”

In “Word”, we can enter some criteria by which we can filter our lists.

Suppose you have 5000 computer items which are divided into several categories:

computers, printers, software, scanners, etc. .. . then we can display only the items which we use as printers

We can also filter a range, eg: the first 50 items in our database.

And this is the first thing we do.

In the 2003 and XP versions, to select the range we click the “Merge to Printer” button in the “Mail Merge” toolbar.

This opens the “Merge to Printer” dialog box:

In the “From:” (“From:”) We type 1

In the “To:” (“To:”) We type 50

We click OK.

In 2000 and ’97 versions, we click the “Merge” button in the “Mail Merge” toolbar.

This opens the “Merge” dialog:

In the section “Records to be merged” select the “From” option, and type the numbers of the records in the “From:” and “to”.

Click the “Merge” button.

Filtering Data in “Mail Merge” (2003 and XP)

We can also filter the data that meet certain conditions.

Suppose we want a list of all items whose “Purchase price” exceeds 900 Euro.

We click on the “Mail Merge Recipients” (“Mail Merge Recipients”) button, in the “Mail Merge” toolbar.

The “Mail Merge Recipients” dialog opens.

We click on the arrow next to “Purchase Price”.

And choose (“Purchase Price”) from the dropdown menu.

In the “Query Options” dialog box, we select the “Record Selection” tab.

And in the top three subjects we fill our criteria.

You can even enter multiple criteria in the boxes below.

Click OK.

In the “Mail Merge Recipients” dialog that appears again, now we see only our filtered articles.

Click OK again

Click on the “Merge to new document” (“Merge to new document”) , in the “Mail Merge” toolbar to see the list.

Click “File” – “Save” from the menu bar, if you want to keep the list.

Filtering Data in “Mail Merge” (2000 and ’97)

To filter data in the 2000 and ’97 versions, click the “Merge” button in the “Mail Merge” toolbar.

Click the “Query Options” button in the dialog box.

And select the “Filter Records” tab.

Enter field name, and your comparison operators.

Click OK

And click “Merge”

If you wish, you can save the file with the new list.

Sorting Data in “Mail Merge” (2003 and XP)

We can also sort our items from the database.

This is almost the same as filtering, we only choose the “Sorting records” tab on the “Query Options” dialog.

Then we click on the “Mail Merge Recipients” (“Mail Merge Recipients”) , in the “Mail Merge” toolbar.

The “Mail Merge Recipients” dialog opens.

For example, to sort on “Supplier”, we click the arrow and select (“Advanced…”) in the drop-down menu.

As mentioned earlier, we now choose the “Sort records” tab.

Again we have different settings that we can choose for our sort.

When you’re satisfied, click OK.

And then, OK again.

That’s it.

Sorting Data in “Mail Merge” (2000 and ’97)

To sort data in 2000 and ’97 versions, click the “Merge” button in the “Mail Merge” toolbar.

Click the “Query Options” button in the dialog box.

Choose “Sort Records” tab.

Give your sort criteria, and press OK.

 

Click on “Merge” in the next dialog box, to see the result.

Click the “Print” button on the “Standard toolbar”, if you prefer to print the list.

Click the “Save” button if you want to save the “Document”.

 

To remove “Filter and sort” options

In the 2003 and XP versions, if we want to remove the “Filter and Sort” options, we click the “Mail Merge Recipients”(“Mail Merge Recipients”) button, in the “Mail Merge” toolbar.
The “Mail Merge Recipients” dialog opens.
We click on the arrow next to any item and choose (“Advanced….”) from the dropdown menu.
If you want to delete, select “Filters” tab, and click the “Clear All” (“Clear All”) button.
The same is for deleting sorting options.

To remove the filter and / or sorting options in 2000 and ’97 versions, click the “Merge” button in the “Mail Merge” toolbar.

Click the “Query Options” button in the dialog box.

Choose “Filter Records” or “Sort Records”.

Click “Clear All”

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