Open the contacts folder. This can be your existing Contacts folder, or a folder you create and to which you copy only the contacts you want to be part of the mail merge.
Filter the current view of the contacts folder. For example, you can create a filter so that only contacts from a specified state or province are included in your mail merge.
On the View menu, point to Arrange By, point to Current View, and then click Customize Current View.
Click Filter, and then select the options you want. To filter by state/ province or another address field, in the Filter dialog box, click the Advanced tab, click Field, and then point to Address fields.
On the Tools menu, click Mail Merge.
Under Contacts, click an option.
Under Fields to merge, click an option.
Under Document file, click an option.
To add merge fields to a document you’ve already created, click Existing document, and then click Browse to select the document.
To create a new document for the mail merge, click New document.
If you want to save the current set of contacts in a merge file, select the Permanent file check box, and then click Browse to select the document.
In the Document type list, select the type of mail merge you want.
In the Merge to list, select where you want the merged records exported to. Personal distribution lists are not exported.
Click OK. Microsoft Word opens.
In Word, on the Tools menu, point to Letters and Mailings, and then click Mail Merge Wizard or use the Mail Merge toolbar.
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