Narrow the list of recipients in a Mail Merge

  1. On the Tools menu point to Mail Merge, and then point to Mail Merge Wizard.
  2. In the Select Recipients side pane, click Edit recipients.
  3. Do any of the following:

    Narrow the list by criterion such as a city or a last name

    Omit a specific record

    Narrow the list by  more detailed criteria

    You can apply up to three filters at once.

    1. Click an arrow next to a column heading, and then click Advanced.
    2. Click the Filter tab.
    3. In the Field box, choose the field that determines whether or not an entry will be included in your filtered list. For example, if you want to mail only to addresses in a specific city, click City.
    4. In the Comparison box, select the comparison phrase you want. For example, for addresses only in a specific city select Is equal to.
    5. In the Compare to box, type the text or numbers you want to compare with the contents of the Field box.
    6. To apply more than one filter, do one of the following:
      • To mail to addresses that meet the criteria for both filters, select And. For example, if the second filter is Last Name is equal to Brown, click And to mail only to Browns who live in a specific city.
      • To mail to addresses that meet the criteria for either of the filters, select Or. For example, click Or to mail to all Browns as well as all addresses in a specific city.
    7. To add additional filter criteria, repeat steps 3 through 5.