How to filter mail Merge recipients in Word 2010

By using the filter feature, you can help users select recipients that meet specified criteria in the Word 2010 mail Merge Recipients List, as described in the following steps:

Step 1th, open the Word 2010 document window and switch to the mail ribbon. Click the Edit recipient list button in the Start Mail Merge group, as shown in Figure 2011080403.

Figure 2011080403 Click the Edit recipient list button

Tip: If the Edit recipient list button is not available, you need to click the Select Recipient button in the Start Mail Merge group and select the appropriate recipient list (refer to the Edit recipient list in Word 2010 document).

Step 2nd, open the Mail Merge Recipients dialog box, and in the Adjust Recipient list area, click the Filter hyperlink, as shown in Figure 2011080404.

Figure 2011080404 Click the filter hyperlink

Step 3rd, in the Open Filter and Sort dialog box, switch to the Filter Records tab by default. Click the domain drop-down button to select a filter field (such as title), compare relative to select Equals, and enter a specific filter (such as "CEO") in the Compare objects edit box. After you finish editing the first filter rule, you can edit the second filter rule if you want. When you edit the second filter rule, you can select the and and or both conditions. When you finish editing the filter, click OK, as shown in Figure 2011080405.

Figure 2011080405 The Filter and Sort dialog box

Step 4th, return to the Mail Merge Recipients dialog box, where only the recipient records that meet the filter rules are displayed in the recipient list, and click OK, as shown in Figure 2011080406.

Figure 2011080406 Mail Merge Recipients dialog box