Change the order in which entries from a data source are merged

Microsoft Office Publisher 2003

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Change the order in which entries from a data source are merged

ShowChange the order of data source entries for a mail merge

After you have connected your mail merge publication to a data source, you can change the order in which the entries in your data source are merged.

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

ShowSort by a single criterion, such as City

  • Click the column heading you want to sort by. For example, Last Name or City.

ShowSort by multiple criteria, such as City and Postal Code

  1. Click an arrow next to a column heading, and then click Advanced.
  2. In the Filter and Sort dialog box, click the Sort Records tab.
  3. In the Sort by box, select the field you want to sort by. For example, if you want to sort your mailing by city, click City.
  4. Click Ascending or Descending to define the order in which the entries print. For example, click Ascending to have city names printed in this order: A City, B City, C City...
  5. To further define your sort, go to the next line of the dialog box, and repeat steps 3 and 4. For example, to sort by postal code within a city, click ZIP code.
  6. In the Filter and Sort dialog box, click OK.
  7. In the Mail Merge Recipients dialog box, click OK.

ShowChange the order of data source entries for a catalog merge

After you have connected your catalog merge template to a data source, you can change the order in which entries in your data source are merged.

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

ShowSort by a specific criterion

  • Click the column heading you want to sort by.

ShowSort by multiple criteria

  1. Click an arrow next to a column heading, and then click Advanced.
  2. In the Filter and Sort dialog box, click the Sort Records tab.
  3. In the Sort by box, select the field you want to sort by..
  4. Click Ascending or Descending to define the order in which the entries print. For example, click Ascending to have item names printed in this order: A Item, B Item, C Item...
  5. To further define your sort, go to the next line of the dialog box, and repeat steps 3 and 4.
  6. In the Filter and Sort dialog box, click OK.
  7. In the Catalog Records dialog box, click OK.
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