Sort and Filter Recipients
If you only want to send the letter to some of the recipients from your data list, you can filter what recipients Mail Merge will merge into the letter. This is especially useful if you have connected to an address book such as Outlook and you don’t want to create a letter for all of your contacts
Filter Recipients from a Data Source
1. In the Mail Merge Manager > go to step 4. Filter Recipients > click on Options…
2. The Query Options window will open
3. Click in the Filter Records tab if you want to filer the records to only use specific records
- Below Field: select what field you want to filter by from the dropdown list
- Below Comparison: select what comparison factor you want to use
- Below Compare to: type in what you want to compare to
- For example: If you want to search for only people in the marketing department then you would select Department under Field, Equal to under Comparison, and then under Compare to you would type Marketing
4. Click on the Sort tab if you want to sort the records in a particular order
- Under Sort by: select what placeholder you want to sort by from the dropdown list
- Next to that select if you want it to be sorted in Ascending or Descending order
5. For example: if you wanted to sort your records alphabetically, under Sort by you would select LastName and then you would select Descending
6. Click Ok when you are done
Filter Recipients from Outlook
1. In the Mail Merge Manager > go to step 4. Filter Recipients > click on Options…
2. The Query Options window will open
3. Next to List mail merge recipients by: select one of the following from the dropdown list
- Categories – in the box below you can select what categories you want to merge
- Complete record – in the box below you can select what individual contacts you would like to use
4. Click OK when you are done
