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Word 2007 Mail Merge — Step 3: Building Records

4 of 9 in Series: The Essentials of Creating a Mail Merge with Word 2007

After defining the fields you need for your Word 2007 mail merge, the next step is to complete the address list. To do that, you create a list of records, by entering the data for each field in each record. This happens in the New Address List dialog box. Remember that fields are columns, and records are rows.

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  1. Type in the first field's data.

  2. Press Tab to enter the next field.

    Keep filling in the data and pressing Tab to move between fields.

  3. Start a new record.

    When you press Tab on the last field in a record, a new record is automatically created and added on the next line. Keep filling in data!

  4. Review your work when you're done.

    You can edit any field in any record by selecting it with the mouse.

    If you accidentally added a blank field at the end, click to select it and then click the Delete Entry button. (Blank records are still processed in a mail merge, which results in wasted paper.)

  5. Click OK.

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    A special Save As dialog box pops up, allowing you to save your address list to disk.

  6. Type a name for the address list.

    Short and descriptive names are best. You should also use the folder chosen for you by Word.

  7. Click Save.

    The address list is now saved to disk. This allows you to use it again in future mail-merge operations.

You can now continue with “Word 2007 Mail Merge — Step 4: Inserting Fields into the Main Document.”

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