Microsoft KB Archive/269281

= Works Suite 2001: How to Merge Data from Works Database to Word =

Article ID: 269281

Article Last Modified on 1/27/2007

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APPLIES TO


 * Microsoft Works Suite 2001
 * Microsoft Works Suite 2000

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This article was previously published under Q269281



SUMMARY
This article describes how to merge data from a Microsoft Works Database file or the Microsoft Windows Address Book into Microsoft Word 2000 with the Works in Word Add-in installed.



MORE INFORMATION
 Start Microsoft Word. Create a new document or open an existing one.

To open an existing document, follow these steps:  On the File menu, click Open. Locate the file that you want. Click Open.  On the Tools menu, point to Mail Merge, and then click Document Type.</li> In the Document Type dialog box, click Form Letter.</li> Click OK.</li> In the Open Data Source dialog box, click Merge from the Address Book to use names and addresses in the Windows Address Book, or click Merge information from another type of file to use names and addresses from a Works database.

Note The Mail Merge toolbar appears near the top of the Word window. A toolbar is a row of buttons that you can click to perform an action, such as to print or save a document.</li> Place the insertion point at the position that you want mail merge data to appear in your Word document.</li> On the Mail Merge toolbar, click Insert Merge Field.</li> Click the merge field that you want to insert.

TIP If the Address Book is the data source (in Mail Merge, a file that contains fields such as names, addresses and other information that are merged into a document), you can click Address_Block to insert the name and address in one step.</li> Add any spaces, punctuation, and paragraphs necessary to format the information correctly. For example, type a space between the merge fields for first name and last name.</li> Repeat steps 7 through 10 until all the merge fields that you want are inserted.</li> On the File menu, click Save.</li> Type a name for the file in the File name box, and then click Save.</li></ol>

To review copies of the letter, follow these steps:
 * 1) On the Mail Merge toolbar, click View Merged Data.
 * 2) Click the arrows to review all copies of the letter.

You can filter or sort records in the data source to specify the order in which the data is merged, or to merge only part of the data.

To filter records, follow these steps:
 * 1) On the Tools menu, point to Mail Merge, and then click Filter and Sort.

Note If you are prompted to use Microsoft Query to filter and sort data, click No.
 * 1) On the Filter Records tab, in the Filter On box, click the field you want to sort by.

For example, if you want to sort the merge data by country, click Country.
 * 1) Select a comparison, and then type in the comparative data in the Compares to: box
 * 2) To further filter the data, select and or Or, and then repeat steps 4 and 5 in the next row of boxes.
 * 3) Click OK.

If the Address Book is your data source, you can use the Select Names option to include names and addresses that aren't easy to find using a filter. For example, if you want to send a letter to a group of friends with whom you attended a certain event, you can use Select Names to identify them.

Select Names is also useful if you do not have many names in the Address Book and you want to choose names quickly.

To use the Select Names filter, follow these steps:
 * 1) On the Tools menu, point to Mail Merge, and then click Select Names.
 * 2) In the Type name or select from list box, type the name of the person or group (a name representing a list of entries in an address book that can be used when sending e-mail to that list) that you want to include in your mail merge, or click the name in the list.
 * 3) Click Select.

The name appears in the Merge Recipients list.
 * 1) Repeat steps 2 and 3 to add as many names as you want.
 * 2) Click OK.

Additional query words: works2001 w_works

Keywords: kbaddin kbhowto kbinfo kbinterop KB269281

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