Mail merge with only select recipients - Mail merge filtering in Word
Mail merge with only select recipients - Mail merge filtering in Word
In this video i show you all you need to know about mail merge with select recipients, allowing you to filter
your mail merge recipients' list without having to filter or modify the list in your excel file.
So, let's say you have an excel file that includes a list, that you would like to proceed with mail merge only with
those records in your file that meet certain criteria. This allows you to proceed with mail merge with only select
recipients included in your excel file.
In this video i go over two examples, that show you how to perform filtering with criteria that are either text (a string)
or a number (a numerical value). In the first example, i show you how to send an invite to your company's managers
meeting only to those recipients (records) designated as managers in your excel file, that includes both company
managers as well as sales representatives.
Starting with the basics, from the "Mailings" tab, the "Start Mail Merge" section, click on "Start Mail Merge" and
then select "Normal Word Document". Then click on "Select Recipients" and click on "Use an Existing List". Locate your list
on your PC and click open and then ok.
Type your text and insert any relevant merge fields from the "Write and Insert Fields" section by clicking on "Insert Merge Field"
and selecting the appropriate field.
Now, let's see how you can filter your list to include only relevant records in your excel file before proceeding with mail merge in Word.
From the "Start Mail Merge" section, click on "Edit Recipients List" and you will see a pop-up window. From the "Refine Recipient List"
section click on filter and you will see another pop-up window.
From the "Filter Records" tab select the appopriate field you would like to filter your records based on from the "Field:" field. Then select
the proper comparison operator from the "Comparison:" field and in the "Compare to:" field, type the proper value that will act as your
criteria. Select Position in the "Field:" field, Equal to from the "Comparison: field" and type Store Manager in the "Compare to:" field.
As you can see now, your excel list has been filtered and only records that meet the criteria that you specified will be included in your mail merge
operation in Word. In our example only Store Managers will be included during our mail merge.
Now, proceeding with our second example that includes numbers from a list that includes bank clients and the amounts
in their respective accounts. Let's say you would like to offer a credit card with premium low interest rates only to select clients with
100000 or more in their bank accounts.
Once again, Starting with the basics, from the "Mailings" tab, the "Start Mail Merge" section, click on "Start Mail Merge" and
then select "Normal Word Document". Then click on "Select Recipients" and click on "Use an Existing List". Locate your list
on your PC and click open and then ok.
Type your text and insert any relevant merge fields from the "Write and Insert Fields" section by clicking on "Insert Merge Field"
and selecting the appropriate field. I'm sure you are familiar with mail merge and you know the drill by now.
Now, let's see how you can filter your list to include only the records you would like in your excel file before proceeding with mail merge in Word.
From the "Start Mail Merge" section, click on "Edit Recipients List" and you will see a pop-up window. From the "Refine Recipient List"
section click on filter and you will see another pop-up window.
From the "Filter Records" tab select the appopriate field you would like to filter your records based on from the "Field:" field. Then select
the proper comparison operator from the "Comparison:" field and in the "Compare to:" field, type the proper value that will act as your
criteria. Select Amount in the "Field:" field, Greater than or Equal from the "Comparison: field" and type 100000 in the "Compare to:" field.
As you can see now, your excel list has been filtered and only records that meet the criteria that you specified will be included in your mail merge
operation in Word, in this case only clients with amounts of at least or over 1000000 in their bank accounts.
Thanks for watching, like and don't forger to subscribe! Let me know if you have any questions.