How can you form a recipient list ?
Answers
Explanation:
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Answer:
Follow these steps to create a new recipient list:
Create and save the main document.
Creating the recipient list works the same no matter what type of mail merge document you created.
On the Mailings tab, in the Start Mail Merge group, choose Select Recipients→Type a New List.
If this option isn’t available, you haven’t properly created the main document. Otherwise, you see the New Address List dialog box.
Word assumes that you need a dozen or so fields for your mail merge, which is silly because it’s more than you need. So the next set of steps removes the surplus fields and replaces them with the fields your document requires.
Click the Customize Columns button.
The Customize Address List dialog box appears, displaying fields that Word assumes you need. Such foolishness cannot be tolerated.
Select a field that you do not need.
Click it with the mouse.
Click the Delete button.
Click Yes in the confirmation dialog box.
The keyboard shortcut for the Yes button is the Y key. Oh, and the keyboard shortcut for the Delete button (refer to Step 5) is D. Typing D and then Y deletes the selected field.
Repeat Steps 4 through 6 for each field you don’t need.
After removing the excess fields, your next step is to add the fields you need — if any.
Whether it appears in the message body or not, you need the Email_Address field when you’re merging an e-mail message. Word uses this field so that it knows where to send the message. Don’t delete the field!
Rather than delete all fields, you can rename some fields to match what you need: Select a field and click the Rename button.
To add a field that’s needed in your document, click the Add button.
The teeny Add Field dialog box pops into view.
Type the field name and click the OK button.
Name the field to reflect the kind of information in it; for example, Shark Bite Location.
No two fields can have the same name.
Field names can contain spaces but cannot start with a space.
Field names can be quite long, though shorter is best.
The following characters are forbidden in a field name: . ! ` [ ].
Repeat Steps 8 and 9 for each new field you need in the main document.
When you’re done, review the list. It should match up with the list of ALL CAPS fields in the document (if you chose to create them). Don’t worry if it doesn’t — you can add fields later, though it takes more time.
Click OK.
You now see customized fields appear as column headings in the New Address List dialog box
Explanation:
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