A merge operation in word generally requires two files: the _____ file and the _____ document.

In the main document, click where you want to insert the field.

Insert any of the following:

• Address block with name, address, and other information:
  

  1. Click Address block.

  2. In the Insert Address Block dialog box, select the address elements that you want to include and the formats that you want, and then click OK. For help on an option, click the question mark, and then click the option.

  3. For help on an option, click the question mark, and then click the option. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the address block. Click the arrow next to
     (not available), and then select the field from your data source that corresponds to the field required for the mail merge.

• Greeting line:
  

  1. Click Greeting line.

  2. Select the greeting line format that includes the salutation, name format, and following punctuation.

  3. Select the text that you want to appear in the cases in which Word cannot interpret the recipient's name. For example, Word cannot interpret the name when the data source contains no first or last name for a recipient, but only a company name.
     

  4. Click OK.

  5. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the greeting line. Click the arrow next to (not available), and then select the field from your data source that corresponds to the field required for the mail merge.

• Other fields of information:
  

  1. Click More items.

  2. Use one of the following methods:
     

     • Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source's fields do not have the same name as your fields.

     • Click Database Fields to select from fields that always take data directly from a column in a database.

  3. In the Fields box, click the field that you want.

  4. Click Insert, and then click Close.

  5. If the Match Fields dialog box appears, Word may not be able to find some of the information it needs to insert the field. Click the arrow next to (not available), and then select the field from your data source that corresponds to the field required for the mail merge.

     Note If you insert a field from the Database Fields list, and if you later switch to a data source that does not have a column with the same name, Word cannot insert that field information into the merged document.

• Electronic postage:

  To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use electronic postage, follow these steps:

  1. Click Electronic postage.

     If you do not have an electronic postage program installed, Word prompts you to install one, and offers to connect to the following Microsoft Office Web site:

     Print Online Postage
     http://office.microsoft.com/services/service.aspx?sid=2.4

  2. Insert the postage according to the program's instructions.

• To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use electronic postage, follow these steps:Postal bar code: You must select a letter or envelope type that supports the POSTNET bar code. To use the Postal bar code, follow these steps:

  1. Click Postal Bar Code.

  2. In the Insert Postal Bar Code dialog box, select the appropriate address fields.

     Note The Postal Bar Code option appears only if you are using the U.S. language version of Word.

  3. Repeat steps a and b for all the fields that you want to insert. NOTES:
     

     • You cannot type merge field characters (" ") or insert them by using the Symbol command on the Insert menu.

     • If the merge fields appear inside braces, such as { MERGEFIELD City }, Word is displaying field codes instead of field results. This does not affect the merge, but if you want to display the results instead, right-click the field code, and then click Toggle Field Codes on the shortcut menu.

  For example, by using the sample database shown earlier, your letter might contain the AddressBlock and GreetingLine fields, and therefore your first page appears similar to the following:

  February 26, 2002

  AddressBlock

  GreetingLine

  Type your letter here.Sincerely,Type your name here

Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-merge main document, or run a mail merge. To display the Mail Merge toolbar, point to Letters and Mailings on the Tools menu, and then click Show Mail Merge Toolbar.The Mail Merge toolbar provides additional commands that are not included in the Mail Merge Wizard task panes. For example, you can use the Insert Word Field menu on the Mail Merge toolbar to insert Word fields for controlling the merge process. For example, you can insert an IF field that inserts text only if a particular merge field has a specified value.

Alternatively, you can click Check For Errors to make Word run the mail merge and report any errors that are contained in the main document.