[OfficeNDN[_2_]]

I am trying to create an employee phone list using mail merge and the
directory tool.
My list is an Excel database. The column headings are "extension number",
"first name", "last name", "department", and "Heading" in that order starting
in column A.

I would like to have the heading listed first ( the heading contains unique
info like mailing address and government program), then the department
(within the government program), the first name, the last name and then the
employee's extension.

I can get all to list easy enough but all five items show for each and every
extension number which makes for a long list.

I would like to have the "heading" and "department" listed only once then
have all the employee's numbers for that department listed. Then when there
is a new department the "heading" and "department" would list again one time.

How can I do this?