Editing a recipient list in Word
Video: Editing a recipient list in WordWhether you've created your recipient list in Microsoft Excel, in Microsoft Word or some other application, you'll always have the ability to edit that list right from within Word. So let's say you were working on an envelope like the one we have on our screen here. You might want to edit the recipient list to either add or remove names or make changes to existing records. You could even filter and sort those records to select the recipients you want to send mail to. So let's go up to the Mailings tab and the first thing we'll do is select our recipient list by clicking Select Recipients and Use Existing List.
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In Word 2007: Creating Envelopes and Labels, instructor David Rivers shows how to use Microsoft Word to address, format, and print envelopes and labels. Whether to a single recipient or multiple addresses, timesaving techniques are shown that result in crisp and elegant correspondence. This course covers how to create a recipient list within Word or retrieve an existing contact list from Outlook, and then use the list in Mail Merge to address labels or envelopes. Other topics include customizing labels with graphics, printing electronic postage, and dealing with common printing errors. Exercise files accompany the course.
- Printing from a sheet of labels
- Creating recipient lists
- Using the Mail Merge wizard
- Printing e-postage
- Creating business cards
Editing a recipient list in Word
Whether you've created your recipient list in Microsoft Excel, in Microsoft Word or some other application, you'll always have the ability to edit that list right from within Word. So let's say you were working on an envelope like the one we have on our screen here. You might want to edit the recipient list to either add or remove names or make changes to existing records. You could even filter and sort those records to select the recipients you want to send mail to. So let's go up to the Mailings tab and the first thing we'll do is select our recipient list by clicking Select Recipients and Use Existing List.
Now, in our Exercise Files, we'll navigate to the AddressList, and in the 02_03 subfolder of the chapter 2 folder, we'll select AddressList. When we open this up, it's now selected and it's linked to our file, which happens to be an envelope. If we want to edit the list, we click the Edit Recipient List that now is selectable in the Start Mail Merge section of the Mailings tab here on the Ribbon. Here in the Mail Merge Recipients window, we'll see a list of names and addresses.
We can go in here and make changes to this content by selecting the data source in the Data Source window and clicking Edit. So now, it's just a matter of going in and making changes. Let's say, for example, Shelley Frances is no longer at Morning Star. We can select that, just press Delete to remove it and we'll click OK. Do we want to update our list? Of course, we do. When we click Yes, it's now updated with the changes and Shelley Frances no longer works for the company. So, that's just making a simple change, but let's say we want to be able to select who we're going to be sending out mail to.
For example, as we scroll across to the very far right-hand side, we see that we have a mix of recipients here, in Canada and the USA. So if we wanted to send some correspondence out to our Canadian customers, we could get them all together by clicking the Sort link here under Refine recipient list and under Sort by, click the dropdown and then we'll just scroll down to the very bottom and choose to sort by the country or region. Now when we click OK, Ascending is the default and you'll see all of the Canadian customers up at the top.
As we scroll all the way back to the left-hand side, you'll notice checkmarks and checkboxes indicating that all of the recipients are going to be used, if we were to start a mail merge here. But if we only wanted our Canadian customers, we could deselect all. As we scroll across, again, just to refresh our memories, we see that the first four customers are Canadians, so we just want to select those checkboxes. With them selected, clicking OK means those are the recipients that will be used when we continue with our mail merge, merging our envelope with our recipients, so only four envelopes will be created as a result.
Let's go back to Edit Recipient List. Notice they are still selected and we can deselect all by clicking the Data Source checkbox and click it again to reselect everybody. We also have some other options down below, for example, filtering. This is another way to select specific recipients. If we click the Filter link, we can filter records on any of our fields. So let's click the Field dropdown and again, we'll scroll down to the bottom and select Country or Region and we'll do Equal to, and in the Compare to field, we'll just add Canada.
Now we could add additional ones using And or Or operators here, but if that's all you want to do, click OK, and notice that our list has now been pared down to four recipients. So, this is just another way to select the recipients we want to use in the mail merge that's coming up. We'll click OK and those are the four addresses that will appear on our four envelopes that are about to be created. Let's go back one more time to Edit Recipient List and if you want to turn that filtering off, we'll go back to Filter and up here where it says Country or Region, Equal to, all we're going to do is scroll up to the very top and choose (none), click OK and we've got them all back.
Now there are some other options here, under our Mail Merge Recipients dialog box, for finding duplicates. So for some reason, you've got the same person in there twice, click Find duplicates and you will see if there are any duplicates, it will give you an opportunity to remove them. Now, there are no items to show in this view. So our list is in working other. We don't have any duplicates. If we want to find a specific recipient, we can use the Find link down below. Then just type in what we're looking for. Let's say we're looking for the last name 'Rivers.' I'm going to type it in.
It's going to look in all fields or you can select the specific field. In this case, I'm going to choose Last Name and click Find Next. Then you'll see in the background here that David Rivers is selected. If we click Find Next, there are no more entries, so we click OK and we can just close this up by clicking the Close button. We can also validate addresses, the last option we see here under Mail Merge Recipients. Notice that we need to install address validation software before we can validate any of our addresses in our recipient list.
So would you like to visit the Microsoft Office website to find out more about any of these add-ins? You could click Yes. You'll be taken to the Microsoft site where you can choose the add-in that best suits your needs or simply click No and click OK to close up the recipient list. So it's just good to know whether or not you've chosen to use a recipient list that was created in another application like Microsoft Excel or created right here in Microsoft Word. You always have the ability, from the Mailings tab on the Ribbon, to edit your recipient list to use such functions as filtering and sorting and selecting specific recipients.
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