This article was previously published under Q276005
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You cannot move the insertion point in your mail-merge main document with the Insert Merge Field dialog box open. If you press ENTER or the SPACEBAR to attempt to move the insertion point, the selected merge field is inserted into the document.
To move your insertion point, you must close the Insert Merge Field dialog box, move the insertion point, and then click Insert Merge Fields on the Mail Merge toolbar to insert another merge field in a different location in your mail-merge main document.
This functionality occurs because the Insert Merge Field dialog box is modal. In other words, the dialog box has control in the program, and you cannot perform other actions, such as moving the insertion point, while the dialog box is open.
To work around this problem in Word 2002 or in Word 2003, add the Insert Merge Field button to your Mail Merge toolbar. To do this, use one of the following methods.
Method 1: Use Toolbar Options
On the Mail Merge toolbar, click Toolbar Options. The Toolbar Options button is a down-arrow button and is located on the right side of the Mail Merge toolbar.
On the list that appears, point to Add or Remove Buttons.
On the list that appears, point to Mail Merge, click to select Insert Merge Field, and then click into your Word document.
The Insert Merge Field button appears to the left of the Toolbar Options button on the Mail Merge toolbar.
Method 2: Use the Customize dialog box
On the Tools menu, click Customize.
Click the Commands tab.
In the Categories list, click All Commands.
In the Commands list, click InsertMergeField.
While holding the mouse on the selected InsertMergeField command, drag the command to the Mail Merge toolbar, and drop it where you want the drop-down list to appear.
For example, drop the InsertMergeField command to the left of the Insert Word Field list button on the Mail Merge toolbar.
In the Customize dialog box, click Close.
Microsoft has confirmed that this is a problem in the Microsoft products that are listed in the "Applies to" section.
For more information about mail merge, click Microsoft Word Help on the Help menu, type mail merge in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.