After you have connected your mail merge publication to a data source, you can narrow the list of recipients that are merged.

1. In the Mail and Catalog Merge task pane (Step 2: Select data source), click Edit recipient list.
2. Do any of the following:

   Narrow the list by a single criterion such as a country/region

   1. Click the arrow next to the column heading of the item you want to filter by.
   2. Click any of the following:
      • (Blanks) displays all the records in which the corresponding field is blank.
      • (Nonblanks) displays all the records in which the corresponding field contains information.
      • If your data source contains records that share the same information, and there are ten or fewer unique values in the column, you can filter by specific information. For example, if there are multiple addresses that list Australia as the country/region, you can filter on Australia.

        The Mail Merge Recipients dialog box displays only the designated records. To display all the records again, click (All)

   Omit a specific record

   • Clear the check box to the left of the record.

   Narrow the list by more detailed criteria

   You can apply several filters at once.

   1. Click an arrow next to a column heading, and then click Advanced.
   2. In the Filter and Sort dialog box, click the Filter Records 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 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.
   8. In the Filter and Sort dialog box, click OK.
   9. In the Mail Merge Recipients dialog box, click OK.

After you have connected your catalog merge template to a data source, you can narrow the list of records that are merged.

1. In the Mail and Catalog Merge task pane (Step 2: Select data source), click Edit record list.
2. Do any of the following:

   Narrow the list by a single criterion

   1. Click the arrow next to the column heading of the item you want to filter by.
   2. Click any of the following:
      • (Blanks) displays all the records in which the corresponding field is blank.
      • (Nonblanks) displays all the records in which the corresponding field contains information.
      • If your data source contains records that share the same information, and there are ten or fewer unique values in the column, you can filter by specific information. For example, if there are multiple items in your data source that list Toy as a description, you can filter on Toy.

        The Catalog Records dialog box displays only the designated records. To display all the records again, click (All)

   Omit a specific record

   • Clear the check box to the left of the record.

   Narrow the list by more detailed criteria

   You can apply several filters at once.

   1. Click an arrow next to a column heading, and then click Advanced.
   2. In the Filter and Sort dialog box, click the Filter Records tab.
   3. In the Field box, choose the field that determines whether or not an entry will be included in your filtered list.
   4. In the Comparison box, select the comparison phrase you want. For example, for items of a specific type select 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 merge records that meet the criteria for both filters, select And.
      • To merge records that meet the criteria for either of the filters, select Or.
   7. To add additional filter criteria, repeat steps 3 through 5.
   8. In the Filter and Sort dialog box, click OK.
   9. In the Catalog Records dialog box, click OK.