After you add your recipient list to Word and edit the data as needed, you’re almost ready to put the fields on the page in the order you want them to appear. But before you do, be sure to click Match Fields in the Write & Insert Fields group of the Mailings tab to see how Word has matched up the data fields you imported with the fields used in the merge.
In the Match Fields dialog box, you can go through the fields one by one, clicking the down arrow and choosing the field you want to match up with the Word fields listed (Figure 2). If you will be doing similar merges in the future, click the Remember This Matching for This Set of Data Sources on This Computer checkbox before you click OK. Now you can go ahead and add the merge fields to your page using Insert Merge Field, confident that Word will get it right.