Word 2010 Preview Results
We now have the Preview Results section of the Mailings tab. This is used once you have added in the fields to your mail merge document. This will allow you the opportunity to make changes (if need be) before you actually complete the merge. There are a few different ways to preview your merged document.
At this point, you should have your merged document open and ready to preview. First, we will preview the document by selecting Preview Results in the Preview Results section of the Mailings tab. You should notice your fields change from the placeholders to the actual recipient information.
You can now preview each record you have by using the navigation arrows within the Preview Results section.
We are currently on record number five, so we will use the right and left navigation arrows to take us through all of the records. The arrow to the left with a straight line in front of it, takes us to the first record. The arrow to the far right with a straight line in front of it, takes us to the last record. The arrow to the left of the number will take us to the previous record and the arrow to the right of the number will take us to the next record.
You can also place your cursor in the numbered area (currently showing a five), delete the current number and change it to a specific record and hit enter.
The next way to preview your merged document is by clicking on Find Recipient in the Preview Results section of the Mailing tab. A dialog box will open and give you the option of typing a field in the Find box. Below the Find box there is an option to search all fields or to search for a specific field, like first name, last name, address and more.
We have a record with the last name Bentley, so we'll type Bentley in the Find box and choose the radio button next to This field. In the drop down box, we will choose Last Name and then click Find Next. This brings us to our 3rd record, Thomas Bentley.
Auto Check for Errors
Finally, we have an option to Auto Check for Errors. Start by selecting Auto Check for Errors in the Preview Results section of the Mailing tab. This will open up the Checking and Reporting Errors dialog box. There are three options to choose from:
- Simulate the merge and report errors in a new document.
- Complete the merge, pausing to report each error as it occurs.
- Complete the merge without pausing. Report errors in a new document.
You can choose any of the three options to check and report errors. Try each one to see what you are most comfortable with and to see if there is a preference of one or the other. For this example, we will choose the first option, Simulate the merge and report errors in a new document and select Ok. A message appears, stating no mail merge errors have been found in our mail merge document.