Using an existing address list

 
Whether we use a mailing list created in Excel, Access, or Word, it does not matter.
First open the letter you want to link to the mailing list, click the button “Select Recipients” in the ribbon, and select “Use Existing List …” from the drop-down menu.
This opens the dialogbox “Select Data Source”.

In this example I open an Excel file, but it may also be an Access file, or the file that we have made in the previous lesson.
Navigate by clicking on the arrow pointing downward, to the places where your address list is stored on your computer, select the file, and click the “Open” button.
This opens a new dialog:

The Excel file that I have chosen has several worksheets, so I have to navigate into the worksheet where my addresslist is.

And because the first row from this directory is a column title, I need this box to be checked.

Then click OK
Again it seems that nothing has happened, but Word now has the link between our letter and the addresses in our Excel file created.

Fields

When we use an existing list, we first compare the field names if we want everything done correctly.
Click on the button “Match Fields” in the Ribbon under the tab “Mailings”.
This opens the dialogbox “Match Fields”.

On the left of this dialogbox we find the standard field names, and on the right we find the field names from our selected file. In this case the Excel file.

Some of these fields have a match, others do not.
This is simple, the default title in the left column corresponds to the title in the linked file, then they form a match. If this is not the case, click the downward pointing arrow next to the box for which no agreement can be found, and choose the field name from the list manually.

 

The default Name field is the same for both, so this is not a problem.
The standard field “Last Name” finds no match in my Excel file, so I have to do this manually.
I start by clicking the downward pointing arrow next to this box, and choose “Name” from the list.

Do the same for all other fields that you want to use in your merge, and for which no match is found in your Word file attached.
If you want to use this Agreement again in another combination, check the box for the text “Remember this Agreement …”.
Click OK when you’re done.

Remark

Are you not sure that Word can find a comparison between standard fields and the source fields? This might cost you a bit more time, but this prevents empty fields in your document.

In the next lesson we will finally have to merge the files.

Edit Recipient List

Whether we have created a list or we use an existing list, we can edit it.
Just click the button “Edit Recipient List” in the ribbon, under the tab “Mailings”.
This opens another dialog box where we can exclude recipients by clicking on the name, so this is unchecked.

We can sort the recipients on one or more fields.
We can filter recipients on one or more fields.
If we have a big list, we can find duplicates, and delete them.
And we can search for recipients.

If you want to add addressess to the list, then select the list in the “Data Source” dialog box on bottom left, and click the “Edit” button.

In the next lesson we will finally merge.

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