The main document contains the format for the letter or mailing list with field references to the data document. A record is made up of related information. If your data file contains members of a student organization, one record will be the information that applies to a specific student. This information runs horizontally across the data grid. Fields A field is a sub-section of a record, such as a name or zip code.
Fields can be big or small.
For example, a field can contain an entire address, or separate fields may break the address down into street address, state, and zip code. Separating the fields allows you to print the entire address at the top of the letter, but address the letter to the first and last name, or first name alone. It also allows you to sort your addresses by name, state, or zip code. The nature of the task determines how distinct your fields should be. Field information runs vertically down the data grid.