Cannot edit labels

[Peter DiBerardino]

The easiest way to explain my problem is by posting this below that I
sent to Microsoft. I'm using an Imac Intel Duo core computer with
word 2004:

1. After the labels are complete and they are saved, I should be able
to go back to them any time I want and edit them from the main
document, but you can't. You have to create a whole new list of
labels using the Data Merge Manager and start from scratch again.

2. If I want to add another name and address to this list, I can't.
I have to start all over again from scratch.

3. In this list of labels that I created, which are over 500 names
and addres, Word groups this list as one record rather than individual
pages. This is a problem if I wanted to just print out one page from
the middle of the list. When I go to File>Print, the little window
says "1 of 15" as if to indicate there are 15 pages, but there aren't.
If I click on the "From" button and put the number 2 in the box and
the number 2 in the "to" box, the little window goes blank indicating
there is no page 2.
If I wanted to print out any page I would have to Copy that page and
Paste it to a new blank document then print that page out.

4. I am using Avery labels #8160 which has 3 columns and 10 rows. At
the bottom of my "first page" there is the beginning of the labels of
the next page squeezed in. This shouldn't be. It should be "What you
see is what you get". This is not a big problem because it all prints
out correctly after I did a few test pages.

I called Microsoft and they said that's the way the program was
written

The above problem seems to happen when creating envelopes with names
and addresses also.

I hope this explains my problem. Thanks for any help.

Peter

 

[JE McGimpsey]

Comments in-line:

The easiest way to explain my problem is by posting this below that I
sent to Microsoft. I'm using an Imac Intel Duo core computer with
word 2004:

1. After the labels are complete and they are saved, I should be able
to go back to them any time I want and edit them from the main
document, but you can't. You have to create a whole new list of
labels using the Data Merge Manager and start from scratch again.

First, you don't really say how you created your labels, what you useda
as a data source, or how (or even which document) you saved, so it's
hard to figure out what you're dissatisfied with...

When I create labels using the Label Manager, using an XL workbook as a
data source, and choosing to make a full page of the same labels in the
Label Wizard, I get a document containing one page of labels with data
merge fields. I can save that (say "MyLabels.doc"). This document is
editable in the sense that I can click the "Edit Labels for Data Merge"
button, edit the label, and all the labels on the page will reflect the
edit..

I can then click Merge to Document which creates a document with as many
labels as I have in my source (filtered, if I choose that option). That
I can save (as, say, MyLabels20071018.doc). This document is a long
table of labels, but does NOT contain the merge fields, and so, I would
guess, is what you mean when you say you can't edit them.

2. If I want to add another name and address to this list, I can't.
I have to start all over again from scratch.

I add a name and address to my data source (XL workbook) then open
MyLabels.doc. When I either preview, or run a new merge, the new address
is in the list.

3. In this list of labels that I created, which are over 500 names
and addres, Word groups this list as one record rather than individual
pages.

This I don't understand at all...

This is a problem if I wanted to just print out one page from
the middle of the list.

I open MyLabels.doc, confirm the data source, then select the record
number I want to start with in the Preview pane (or use Query Options in
the Merge pane to find the starting record) and click Preview. I can
then print out just that page.

When I go to File>Print, the little window
says "1 of 15" as if to indicate there are 15 pages, but there aren't.
If I click on the "From" button and put the number 2 in the box and
the number 2 in the "to" box, the little window goes blank indicating
there is no page 2.
If I wanted to print out any page I would have to Copy that page and
Paste it to a new blank document then print that page out.

4. I am using Avery labels #8160 which has 3 columns and 10 rows. At
the bottom of my "first page" there is the beginning of the labels of
the next page squeezed in. This shouldn't be. It should be "What you
see is what you get". This is not a big problem because it all prints
out correctly after I did a few test pages.

I can't replicate that...

I called Microsoft and they said that's the way the program was
written

The above problem seems to happen when creating envelopes with names
and addresses also.

I hope this explains my problem. Thanks for any help.

It seems to me that the capability exists to do what you want, though
perhaps not the way you want to do it. If the above doesn't help,
perhaps more description would make your issue clearer.

 

[CyberTaz]

No offense intended, Peter, but the real problem appears to stem from a lack
of familiarity with how a merge works & what is required. As a result you
seem to be attempting to combine the Data Merge features with *manually*
typing your label content into a Main (label) Document and creating your own
set of problems. If you use the feature as designed you'll find that there
is literally *nothing* about Word that works as effortlessly and effectively
as its Merge feature. Like with anything else, if you go "against the grain"
there are serious consequences. If you go "with the flow" you'll not only
save yourself a lot of work but you'll also eliminate virtually everything
you're now perceiving as a problem as well as gain all the capabilities
you're wanting.

The fundamentals are:

1- You need a Main Document [such as a label document or form letter]
2- You need a Data Source [which can be anything from a text file to a
database]
3- You then merge the data into the main document directly to a printer *or*
as a separate file to be printed later & from which you can print only
specific pages.
4- If you need to modify your list of records you do it in the Data Source
file. Your Main Document remains associated with that record source so every
time you need to reprint your labels any changes in the record source will
be acommodated [new records added, old records modified or deleted].

Have a look at this link first - although there is plenty of additional
guidance available. If you have any specific questions post back for the
answers and/or direction to more detailed information.

http://support.microsoft.com/kb/275015/en-us?spid=2531&sid=50

(If using Safari as your browser you may need to click the Reload button
once or twice.)

 

[Peter DiBerardino]

No offense intended, Peter, but the real problem appears to stem from a lack
of familiarity with how a merge works & what is required. As a result you
seem to be attempting to combine the Data Merge features with *manually*
typing your label content into a Main (label) Document and creating your own
set of problems. If you use the feature as designed you'll find that there
is literally *nothing* about Word that works as effortlessly and effectively
as its Merge feature. Like with anything else, if you go "against the grain"
there are serious consequences. If you go "with the flow" you'll not only
save yourself a lot of work but you'll also eliminate virtually everything
you're now perceiving as a problem as well as gain all the capabilities
you're wanting.

The fundamentals are:

1- You need a Main Document [such as a label document or form letter]
2- You need a Data Source [which can be anything from a text file to a
database]
3- You then merge the data into the main document directly to a printer *or*
as a separate file to be printed later & from which you can print only
specific pages.
4- If you need to modify your list of records you do it in the Data Source
file. Your Main Document remains associated with that record source so every
time you need to reprint your labels any changes in the record source will
be acommodated [new records added, old records modified or deleted].

Have a look at this link first - although there is plenty of additional
guidance available. If you have any specific questions post back for the
answers and/or direction to more detailed information.

http://support.microsoft.com/kb/275015/en-us?spid=2531&sid=50

(If using Safari as your browser you may need to click the Reload button
once or twice.)
--
HTH |:>)
Bob Jones
[MVP] Office:Mac

The easiest way to explain my problem is by posting this below that I
sent to Microsoft. I'm using an Imac Intel Duo core computer with
word 2004:

1. After the labels are complete and they are saved, I should be able
to go back to them any time I want and edit them from the main
document, but you can't. You have to create a whole new list of
labels using the Data Merge Manager and start from scratch again.

2. If I want to add another name and address to this list, I can't.
I have to start all over again from scratch.

3. In this list of labels that I created, which are over 500 names
and addres, Word groups this list as one record rather than individual
pages. This is a problem if I wanted to just print out one page from
the middle of the list. When I go to File>Print, the little window
says "1 of 15" as if to indicate there are 15 pages, but there aren't.
If I click on the "From" button and put the number 2 in the box and
the number 2 in the "to" box, the little window goes blank indicating
there is no page 2.
If I wanted to print out any page I would have to Copy that page and
Paste it to a new blank document then print that page out.

4. I am using Avery labels #8160 which has 3 columns and 10 rows. At
the bottom of my "first page" there is the beginning of the labels of
the next page squeezed in. This shouldn't be. It should be "What you
see is what you get". This is not a big problem because it all prints
out correctly after I did a few test pages.

I called Microsoft and they said that's the way the program was
written

The above problem seems to happen when creating envelopes with names
and addresses also.

I hope this explains my problem. Thanks for any help.

Peter

Well Guys, thanks for all your replies.
JE, sorry for not being clearer.

Cyber Taz, I clicked on the link and it's still not working for me.

Please let me start from the beginning.
I created a data base of names and addresses in Excel. I then went to
Word 2004 HELP. In help I typed in Create Labels and I chose "create
labels using Data Merge Manage".
As far as I can see I followed the directions of the DMM. I did it 5
times with the same results.

CyberTaz when I clicked on the link you posted, I follow the
directions carefully. When it came time to do a
data merge, the main document only showed the very first name and
address, not the whole database from Excel, which is approximately 425
names and address.
What am I doing wrong? Am I still not being clear in my description
to you guys?
Following the steps in the Data Merge Manager seem doesn't seem
complicated.

Peter

 

[Phillip Jones]

No offense intended, Peter, but the real problem appears to stem from a lack
of familiarity with how a merge works & what is required. As a result you
seem to be attempting to combine the Data Merge features with *manually*
typing your label content into a Main (label) Document and creating your own
set of problems. If you use the feature as designed you'll find that there
is literally *nothing* about Word that works as effortlessly and effectively
as its Merge feature. Like with anything else, if you go "against the grain"
there are serious consequences. If you go "with the flow" you'll not only
save yourself a lot of work but you'll also eliminate virtually everything
you're now perceiving as a problem as well as gain all the capabilities
you're wanting.

The fundamentals are:

1- You need a Main Document [such as a label document or form letter]
2- You need a Data Source [which can be anything from a text file to a
database]
3- You then merge the data into the main document directly to a printer *or*
as a separate file to be printed later & from which you can print only
specific pages.
4- If you need to modify your list of records you do it in the Data Source
file. Your Main Document remains associated with that record source so every
time you need to reprint your labels any changes in the record source will
be acommodated [new records added, old records modified or deleted].

Have a look at this link first - although there is plenty of additional
guidance available. If you have any specific questions post back for the
answers and/or direction to more detailed information.

http://support.microsoft.com/kb/275015/en-us?spid=2531&sid=50

(If using Safari as your browser you may need to click the Reload button
once or twice.)
--
HTH |:>)
Bob Jones
[MVP] Office:Mac

The easiest way to explain my problem is by posting this below that I
sent to Microsoft. I'm using an Imac Intel Duo core computer with
word 2004:
1. After the labels are complete and they are saved, I should be able
to go back to them any time I want and edit them from the main
document, but you can't. You have to create a whole new list of
labels using the Data Merge Manager and start from scratch again.
2. If I want to add another name and address to this list, I can't.
I have to start all over again from scratch.
3. In this list of labels that I created, which are over 500 names
and addres, Word groups this list as one record rather than individual
pages. This is a problem if I wanted to just print out one page from
the middle of the list. When I go to File>Print, the little window
says "1 of 15" as if to indicate there are 15 pages, but there aren't.
If I click on the "From" button and put the number 2 in the box and
the number 2 in the "to" box, the little window goes blank indicating
there is no page 2.
If I wanted to print out any page I would have to Copy that page and
Paste it to a new blank document then print that page out.
4. I am using Avery labels #8160 which has 3 columns and 10 rows. At
the bottom of my "first page" there is the beginning of the labels of
the next page squeezed in. This shouldn't be. It should be "What you
see is what you get". This is not a big problem because it all prints
out correctly after I did a few test pages.
I called Microsoft and they said that's the way the program was
written
The above problem seems to happen when creating envelopes with names
and addresses also.
I hope this explains my problem. Thanks for any help.
Peter

Well Guys, thanks for all your replies.
JE, sorry for not being clearer.

Cyber Taz, I clicked on the link and it's still not working for me.

Please let me start from the beginning.
I created a data base of names and addresses in Excel. I then went to
Word 2004 HELP. In help I typed in Create Labels and I chose "create
labels using Data Merge Manage".
As far as I can see I followed the directions of the DMM. I did it 5
times with the same results.

CyberTaz when I clicked on the link you posted, I follow the
directions carefully. When it came time to do a
data merge, the main document only showed the very first name and
address, not the whole database from Excel, which is approximately 425
names and address.
What am I doing wrong? Am I still not being clear in my description
to you guys?
Following the steps in the Data Merge Manager seem doesn't seem
complicated.

Peter

Try this Go into your Excel file and make sure you create a Title Row.

Something Like:

First name MI Last Name address address2 City State Zip Phone Fax.

For mat your data according to the Titles.

Then save Files.

Next open your word Document then set up you mail merge Parameters

<first Name> <MI> <Last Name>
<Address>
<Address2>
<city> <State> <zip>
<phone>
<Fax>

(Don't worry about how I have formatted worry about how you have formatted.)

At the bottom there is an area (I'm trying to remember from memory)

You have the option to create address or label or an individual file
(you choose which record)

Or to use all Records. Best I can remember you can have omit a specific
record. in that case the first record would have the titles. If its set
up that way omit first record.

Once you have set up choose Print all. From that point either the
printer setup will come up or the printer menu comes up. If everything
is setup you home free.

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[CyberTaz]

On 10/18/07 5:28 PM, in article
(e-mail address removed), "Peter DiBerardino"

No offense intended, Peter, but the real problem appears to stem from a lack
of familiarity with how a merge works & what is required. As a result you
seem to be attempting to combine the Data Merge features with *manually*
typing your label content into a Main (label) Document and creating your own
set of problems. If you use the feature as designed you'll find that there
is literally *nothing* about Word that works as effortlessly and effectively
as its Merge feature. Like with anything else, if you go "against the grain"
there are serious consequences. If you go "with the flow" you'll not only
save yourself a lot of work but you'll also eliminate virtually everything
you're now perceiving as a problem as well as gain all the capabilities
you're wanting.

The fundamentals are:

1- You need a Main Document [such as a label document or form letter]
2- You need a Data Source [which can be anything from a text file to a
database]
3- You then merge the data into the main document directly to a printer *or*
as a separate file to be printed later & from which you can print only
specific pages.
4- If you need to modify your list of records you do it in the Data Source
file. Your Main Document remains associated with that record source so every
time you need to reprint your labels any changes in the record source will
be acommodated [new records added, old records modified or deleted].

Have a look at this link first - although there is plenty of additional
guidance available. If you have any specific questions post back for the
answers and/or direction to more detailed information.

http://support.microsoft.com/kb/275015/en-us?spid=2531&sid=50

(If using Safari as your browser you may need to click the Reload button
once or twice.)
--
HTH |:>)
Bob Jones
[MVP] Office:Mac

The easiest way to explain my problem is by posting this below that I
sent to Microsoft. I'm using an Imac Intel Duo core computer with
word 2004:

1. After the labels are complete and they are saved, I should be able
to go back to them any time I want and edit them from the main
document, but you can't. You have to create a whole new list of
labels using the Data Merge Manager and start from scratch again.

2. If I want to add another name and address to this list, I can't.
I have to start all over again from scratch.

3. In this list of labels that I created, which are over 500 names
and addres, Word groups this list as one record rather than individual
pages. This is a problem if I wanted to just print out one page from
the middle of the list. When I go to File>Print, the little window
says "1 of 15" as if to indicate there are 15 pages, but there aren't.
If I click on the "From" button and put the number 2 in the box and
the number 2 in the "to" box, the little window goes blank indicating
there is no page 2.
If I wanted to print out any page I would have to Copy that page and
Paste it to a new blank document then print that page out.

4. I am using Avery labels #8160 which has 3 columns and 10 rows. At
the bottom of my "first page" there is the beginning of the labels of
the next page squeezed in. This shouldn't be. It should be "What you
see is what you get". This is not a big problem because it all prints
out correctly after I did a few test pages.

I called Microsoft and they said that's the way the program was
written

The above problem seems to happen when creating envelopes with names
and addresses also.

I hope this explains my problem. Thanks for any help.

Peter

As Phillip suggests it may be a problem with how your Data Source is set up.
Some of the key ingredients are:

1- Field names/column labels must be in the first row of the list, and field
names must be unique.

2- There must not be a blank row between the field names and the first
record.

3- If there is additional information on the worksheet, there must be at
least one blank row or column separating the list from the other data.

4- There should be no empty columns or rows within the list.

I want to be sure we're clear on the terminology, too: the Main Document is
the one which is set up as a one page doc (in the case of labels) and
displays the fields that were inserted - not the data records. It will look
like a table with no borders and each cell will display something like:

«First_Name» «Last_Name»
«Address»
«City» «Zip»

If you click the View Merged Data button the records will display in place
of the fields, but only _one_ page of records. (Have you by any chance
clicked the Last Record button in the Preview section of the Data Merge
Manager? That would cause only one record to display in the upper left
corner cell.) I also get the impression that you are attempting to print the
Main Document [" When I go to File>Print"]. If you want to print the labels
directly from the Main Document use the Merge to Printer button in the Merge
section of the DMM... otherwise:

To complete the merge you need to click the Merge to New Document button in
the Merge section of the Manager. [I'm not sure, but this may be a part of
what you're missing] A new doc will be generated - the Label document - &
it will have as many sheets of labels as necessary based on the number of
records in the Excel file & the number of labels per page. *This* is the doc
where you can use File>Print to print specific pages of the labels generated
by the merge. You can also save it if you wish but it really isn't necessary
- if you need more labels from the same Data Source you can just re-open the
Main Document & merge to printer or merge to new doc again... You don't have
to redo the whole process because the Main Document retains its connection
to the Data Source.

HTH |:>)
Bob Jones
[MVP] Office:Mac