Address labels - Creating new recipients in a merged document

[achyam]

1. I wish to expand my recipients list in address labels merged document?
I do not want to retype the whole thing again - just add the new ones.

2. I need to have the same individual recipients printed in groups of 10.
I could not find procedure? Please advise.

 

[Doug Robbins - Word MVP]

Where is the data source for your existing labels?

Either via the Mail Merge Wizard, the Mail Merge Toolbar or the original
Mail Merge Helper, you can edit the data source by adding new records to it.

See the article "Mailmerge Labels with Word XP" on fellow MVP Graham Mayor's
website at

http://www.gmayor.com/mail_merge_labels_with_word_xp.htm


--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Graham Mayor]

And if your only source of data is the already merged label document -
http://www.gmayor.com/convert_labels_into_mail_merge.htm

--
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Graham Mayor - Word MVP


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[achyam]

Thank you Doug and Graham,
I used "Convert Labels into Mail Merge Data Filed" from Gramham's site.

I guess I can copy the first recipient to the next 9 address blocks then I
will have my first group of 10. Then do this again for the second recipient
and so-on.
This will allow printing of labels in the groups. Ref part 2. of my original
question.
Thanks again.

 

[Doug Robbins - Word MVP]

If your label sheet has 10 labels on it, simply remove the <<Next Record>>
fields from the mail merge main document (it will appear in cells 2 through
10). If the sheet has 20 labels. leave the <<Next Record>> field in the
11th label and if it has 30 labels, also leave it in the 21st label.
--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Cycling Dude]

I am in agreemnt with achyam on this one. I can edit the list of Mail Merge
Recipients, but on the dialog, there is no Add button. I have not found a way
to add new entries to the list.

Cycling Dude

 

[Peter Jamieson]

Which
a. version of Word
b. type of data source?

Whether you can modify the list of recipients /in Word/ depends on the
answers.

If you created your data source from within Word,
a. in Word 2000 and earlier, it will probably be a table within a Word
..doc document, and you should still be able to edit that from within
Word, or open the document and insert the data directly. However, if you
are using Word 2007 and the .doc is on a network drive, you may have
difficulty saving any edits.
b. in Word 2002 and later, it will probably be a special type of
Access/jet .mdb database file that Microsoft calls an "Office Address
List". You ought to be able to edit those from within Word too, but the
format can fairly easily be corrupted so that that is no longer possible.

In Word 2002/2003 you should be able to enable the Mail Merge toolbar in
view->Toolbars, then click the third button to "Edit Recipients", then
clcik the Edit button. If that is what you are trying, is the button greyed?

In Word 2007 the Edit Recipients option is on the Mailings ribbon, but
within the dialog box, you have to select the file name of the data
source in the box near the bottom left of the dialog, then click Edit -
unless it is greyed out.

Peter Jamieson

http://tips.pjmsn.me.uk

I am in agreemnt with achyam on this one. I can edit the list of Mail Merge
Recipients, but on the dialog, there is no Add button. I have not found a way
to add new entries to the list.

Cycling Dude

 

[Cycling Dude]

So, the sequence is that you open the Mail Merge Recipients dialog on which,
by default, the first entry is selected. Click the Edit button which brings
up the Enter Address Information dialog for the selected entry. Then click
the New Entry button. This is not very intuitive. Would it have killed them
to put a New Entry button on the Mail Merge Recipients dialog?

Cycling Dude

 

[Peter Jamieson]

I doubt if death would have ensued, but they didn't do it and I doubt if
anything we say will change that. Some of this feature set is pretty old
and probably exists to support things that Word could or should not try
to do itself - for example, Word could not edit all types of data source
in situ and in some case would have to stat another program (e.g. MS
Query for ODBC data sources).

Peter Jamieson

http://tips.pjmsn.me.uk