Dear Barry
It's a bit hard to work through this without actually seeing what you have on 
screen, but here goes
I'm not sure how familiar you are with mailmerge, but you have a "query" 
option in the mailmerge which will allow you to merge only those records 
whose REF field = 1 or 1 and 2 - you don't need to query if you want the mail 
mrg to go to all clients in the list.
Create a field called REF (if you have a database already load it up and use 
the [VIEW SOURCE] button from the Form View.  This should take you to a Table 
view (ignore prev sentence if you are already in a Table),  Insert a col at 
the beginning and give it a heading (ie REF).  Use the Down Arrow and give 
each client a number (ie 1, 2, 3 etc).  In your merge action, with Main and 
Data opened, use the MailMerge Helper button and choose Query Options.  
Choose the REF field and make it "is equal to" 1.  This gives all the 1's 
only.  If you want both 1 and 2 chose the [Or] (2nd line) button and put in 
2, in the same query box.  Click [OK] and click [Merge] button twice.  Merge 
to a new Document and check.  Hope this helps.
---
---------------