- By Jay Freedman
Finishing the merge
When the main document contains all of the merge fields, other fields, text, and graphics needed to prepare the output, it’s time to perform the final steps. Because of the length and complexity of the setup, you should first examine a preview to ensure that everything is in place. When you’re confident of the correctness of the document and the sorting and filtering of the data source, you can run the final merge.
Merge to special outputs
On the Mailings tab, in the Preview Results group, click Preview Results. If you selected a label merge, the preview shows the pages of labels. For any other kind of merge, the preview shows the output for only one recipient at a time. You can use the arrow buttons in the Preview Results group to display previews of the rest of the output.
If unwanted information appears in any of the previews or information is missing, click Preview Results to turn it off. Then, edit the main document or the records in the data source to correct the problem and repeat the preview.
On the Mailings tab, in the Finish group, click Finish & Merge and then, in the list that appears, click one of the following:
- Edit Individual Documents Merges the data from the data source into the merge fields to create a new document. You can edit this document, save it for later use, or print it like any other document.
- Print Documents Merges the data from the data source into the merge fields and sends the result to the printer. The Print dialog box appears so that you can set the printer properties, the number of copies, and other options. Click OK to print.
- Send Email Messages Merges the data from the data source into the merge fields and sends the result to the default email program. The Merge To Email dialog box appears so that you can enter the subject line and select the merge field that contains the email address. Click OK to send.
When the merge runs successfully, save the main document so that it can be used again.