Whether you're re-opening a main document that you worked on in a previous Microsoft Word session, or you are currently in the process of creating a mail merge, you can a different data source.
The list of recipients appears in the Mail Merge Recipients dialog box, where you can refine the list of recipients.
Use the check boxes to designate recipients
This method is most useful if your list is short.
If you know you want to include most of the list in your merge, clicking Select All first makes it easy to clear particular records. Similarly, if you want to include only a few records in the list, click Clear All, and then select the records you want.
This is useful if you want to see items in alphabetical or numeric order.
This is useful if the list contains records that you know you don't want to see or include in the merge. Once you've filtered the list, you can use the check boxes to include and exclude records as described in the previous section.
The Mail Merge Recipients dialog box displays only the designated records. To display all the records again, click (All).