The Country/Region field in your data source might be blank for the domestic travelers. In the Otherwise insert this text box, enter the text that goes in the document when the comparison criteria is not met.įor example, you want a list of domestic-travel conference attendees on one sheet of paper and international-travel attendees listed on another sheet of paper. In the Insert this text box, enter the text that goes in the document when the comparison criteria is met. In the Compare to box, enter the comparison value (skip this if you chose is blank or is not blank as the comparison). In the Comparison list choose a way of comparing the data value. In the Field name list choose the field from your data source that will determine the conditional text. Place your cursor where you want the conditional text to go. Recipients whose Country/Region field is blank might see, "You will be welcomed at the gate upon arrival," whereas all other recipients might see, "You will be welcomed at the desk near Customs." rule to personalize the message for all the recipients. The Country/Region field in your data source might be blank for domestic attendees. That response will be inserted in the bookmarks you specified, in the documents that result from the merge.įor example, you're sending out correspondence to a list of conference attendees who are traveling both domestically and internationally. You'll be prompted for a response for each recipient. Select the bookmark you just created (or type its name), and enter a prompt, like "Event date?" in the Prompt box.Īt the end of the process, when you select Finish & Merge, choose Edit Individual Documents. Place your cursor somewhere in the document, before the first bookmark you just created. Repeat this, using the same name, in every place where you want the response to the Ask field to appear in the document. In the merge document, press Ctrl+F9 and then type a name to create a bookmark. The only thing you'll have to type is the meeting date, and you'll type it just once. Your data source doesn't store the meeting dates, and the meeting date appears more than once in the invitation.īy placing bookmarks in your document and including an Ask field, you can run the same merge for each meeting. Our List of Contacts from Microsoft Outlook is now ready for the Mail Merge part.For example, you're sending out the same invitation for a quarterly meeting. All of these have been explained in a previous post of mine, where you can find here. We can also Refine the Merge List by using the Sort, Filter, Find Duplicates, Find Recipients and Validate Address commands. We can Use The Checkboxes To Add Or To Remove Recipients From The Merge. The Mail Merge Recipients dialog box Is The List Of Recipients That Will Be Used In Our Merge. Once we have finished with Editing the Mail Merge Recipient List, we just press the Ok button at the bottom right corner of the dialog box. Here we can see all the Fields of our Data Source. In the following image, I selected the second Contact Folder from the above example, where then the Mail Merge Recipients dialog box appears. In my example, with the Profile that I selected I have three different Contact Folder to select. We have available the Properties button, where we can view the Properties of the selected Profile and we have the Delete button, which will Delete the Profile.ĭepending on which Profile we selected, the Select Contacts dialog box will appear either way, but under Select A Contact Folder To Import, the area will be different for each us. We also have available the New button, so we can create a New Profile. In the Choose Profile dialog box, if we click on the button Options, the dialog box expands where we can activate the command Set As Default Profile, activate the command Prompt For A Profile To Be Used. We just open the drop-menu and select the Profile Name that we want to use our Outlook Contacts as our Data Source for the Mail Merge. Once the Choose From Outlook Contacts command is selected, the Choose Profile dialog box appears, where we must select to choose an existing Profile Name. In the next image I have selected the command Select Recipients and from the drop-down menu I selected the command Choose From Outlook Contacts. You Can Type A New List, Use An Existing List Or Select Outlook Contacts. Here we can Choose The List Of People You’d Like To Send Your Documents. We must select the Select Recipients command from the Start Mail Merge area of the Mailings tab, as shown in the image below.
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