How to Apply Conditional Formatting in a Merged Word Document

Use Microsoft Word to format a mail merge.

Mail merge is used is Microsoft Word to create a set of letters or documents that is personalized for each recipient. You create a mail merge by creating the main document, connecting it to a list of contacts and creating placeholder field that will "merge" the information together. When you merge, information from your source of contact data will replace the corresponding merge fields in the document. You can use different merge fields, some of which can have conditions met. Such merge fields are the IF field code.

Things You'll Need

• Microsoft Word
• Contact data source

Instructions

1. When setting up your mail merge, click the "Mailings" tab. In the "Write & Insert Fields, select "Rules." Click "If...Then...Else." Using this rule, you will be able to specify one action for one piece information and a different action for another. For example, you could choose to send letters only to people in a certain geographical location by using the IF field.

2. Under "Field Name," select a merge field. For example, choose "City."

3. Under "Comparison," select an option to choose recipients. For example, choose "Equal To" to choose recipient in a certain city.

4. Next to "Compare To," type the merge field value you want to use to choose the recipients. To only choose recipient that live in New York, type "New York."

5. Next to "Insert This Text," type the information you want to appear when the condition is met. Type something that will customize a message for New York residents.

6. In the "Otherwise Insert This Text," type text that will provide generic text for recipients who do not meet the specified conditions (recipients not living in New York).

Tips & Warnings

• Other conditional merge fields include the NEXTIF and the SKIPIF field codes. (See "Resources" section.)

References

• Microsoft Word 2007 Help: Use Mail Merge to Create and Print Letters and Other Documents
• Microsoft Word 2007 Help: IF Field Code

Resources

• Microsoft Word 2007 Help: SKIPIF Field Code
• Microsoft Word 2007 Help: NEXTIF Field Code