Choosing a different set of recipients

[LizJD]

When I use the select recipients feature in the mail-merge in Word 2003, I
can't select a different set of recipients after I have finished with the
first set. The arrow at the top of the field I have chosen that turns blue
when a subset has been selected goes grey after I have mailmerged.

How do I select an alternative subset ofpeople? For example; I may have
merged a class set of names for one teaching group and now I want to produce
a different teaching set from the same year group of pupils
thanks

Liz

 

[Graham Mayor]

Are you using the recipients button on the mergte toolbar or trying to steer
through the tortuous merge wizard? You may find
http://www.gmayor.com/mail_merge_labels_with_word_xp.htm useful. You should
be able to change the recipients list at will from the toolbar.

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Graham Mayor - Word MVP


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[Graham Mayor]

Try it again. I updated the page recently and it may have been temporarily
down. You can get this page in PDF format from my downloads page.

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Graham Mayor - Word MVP


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[LizJD]

Hi Graham

I read your article (and bookmarked your very useful site for further
reading later) but as it doesn't cover choosing recipients, it didn't give me
any clues as to what is going wrong.

I have a data file in Excel and want to send a personalised memo to my
students using the data in Excel. I need to print them out a class at a time
to make distribution easier.

As I mentioned before, having chosen one group, I cannot then get back all
the recipients in order to choose a different group. The only way I cando
that is to reload the data file but that is a nuisance.

Still lost.

Liz

 

[Peter Jamieson]

When you go back into the Recipients dialog box, is it definitely the blue
arrow that's been greyed, or the All option that appears when you click it?
(I haven't been able to reproduce the "Blue arrow goes grey" behaviour here
so far).

Are you able to click any of the columns and see any of the drop-down
options? If so, can you get into the "Advanced..." option and clear out any
filtering in there?

Peter Jamieson

 

[Graham Mayor]

I have not been able to reproduce the problem either which suggests that
there may be a minor corruption in either the data file or the merge
document. See also http://www.gmayor.com/what_to_do_when_word_crashes.htm
I would be inclined to merge all the records into a one row table containing
all the fields and set the document type to catalog/directory then merge to
a new document. Add a field title row to the table and use that as a merge
source.

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Graham Mayor - Word MVP


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[Graham Mayor]

Are the students sharing the same files/templates? Sharing a data file could
be the cause.

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Graham Mayor - Word MVP


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