Custom page size nightmare

[kevs]

Word never ceases to amaze me.

I made a custom page size of 4x6 -- about size of postcard to send 1000
letters.

Everything was going ok, but when I go to merge, instead of 1000 separate
pages, I see six 4x6 letters on one large page. Any advice greatly
appreciated.

OS 10.3.4
Office 2004

 

[Bill Weylock]

Sorry no one has answered this before now. Hope I can help. I'm not a Grand
Master of Word.

For my benefit, though, and to help anyone who comes after me to help you,
please tell me what you mean by "when I go to merge," and "I see."

What view are you in when you see the six letters? If you are in Print
Preview, you should see only one letter in the size you have specified. If,
however, (and as I suspect) you are in Page Layout view, you probably have a
Zoom setting of 50% or less and are seeing as many pages as will fit in your
window at that level of zoom.

Any chance that is what's happening? If not, please be a little more
specific so one of the gurus can come to your aid.


Best,


- Bill

Word never ceases to amaze me.

I made a custom page size of 4x6 -- about size of postcard to send 1000
letters.

Everything was going ok, but when I go to merge, instead of 1000 separate
pages, I see six 4x6 letters on one large page. Any advice greatly
appreciated.

OS 10.3.4
Office 2004

Panther 10.3.4
Office 2004

 

[kevs]

Sorry no one has answered this before now. Hope I can help. I'm not a Grand
Master of Word.

For my benefit, though, and to help anyone who comes after me to help you,
please tell me what you mean by "when I go to merge," and "I see."

What view are you in when you see the six letters? If you are in Print
Preview, you should see only one letter in the size you have specified. If,
however, (and as I suspect) you are in Page Layout view, you probably have a
Zoom setting of 50% or less and are seeing as many pages as will fit in your
window at that level of zoom.

Any chance that is what's happening? If not, please be a little more specific
so one of the gurus can come to your aid.


Best,


- Bill






Panther 10.3.4
Office 2004

No zoom setting, at 100%.
OS 10.3.4
Office 2004

 

[kevs]

Sorry no one has answered this before now. Hope I can help. I'm not a Grand
Master of Word.

For my benefit, though, and to help anyone who comes after me to help you,
please tell me what you mean by "when I go to merge," and "I see."

What view are you in when you see the six letters? If you are in Print
Preview, you should see only one letter in the size you have specified. If,
however, (and as I suspect) you are in Page Layout view, you probably have a
Zoom setting of 50% or less and are seeing as many pages as will fit in your
window at that level of zoom.

Any chance that is what's happening? If not, please be a little more specific
so one of the gurus can come to your aid.


Best,


- Bill






Panther 10.3.4
Office 2004

Works ok, except the newly merged document, (ie when merge to make letters)
is just one large page with 1000 sections instead of 1000 pages. DOES
ANYONE KNOW WHO TO GET 1000 PAGES?????


This is far preferable as you cannot select sections to print.


OS 10.3.4
Office 2004

 

[Bill Weylock]

I shouldn¹t do this, but I will ask again. What view are you using? Use Page
Layout view or Print Preview, and tell me what you see.

No zoom setting, at 100%.
OS 10.3.4
Office 2004

Panther 10.3.4
Office 2004

 

[Dayo Mitchell]

Works ok, except the newly merged document, (ie when merge to make letters) is
just one large page with 1000 sections instead of 1000 pages. DOES ANYONE
KNOW WHO TO GET 1000 PAGES?????

Do a find and replace of the continuous section breaks with next page
section breaks. Are you sure they aren't next page section breaks already?

This is far preferable as you cannot select sections to print.

You can select sections to print --look up printing sections in help.

DM

 

[kevs]

Do a find and replace of the continuous section breaks with next page
section breaks. Are you sure they aren't next page section breaks already?

You can select sections to print --look up printing sections in help.

DM

Thanks Dayo, yes looked at that and will just do like s4-s77 etc if I have
to.

But is this normal, that my 1000 letters are all considered one page with
1000 sections, instead of 1000 individual pages?


I'm in page view.

OS 10.3.4
Office 2004

 

[Dayo Mitchell]

But is this normal, that my 1000 letters are all considered one page with
1000 sections, instead of 1000 individual pages?

Sorry, not totally sure because I don't mail merge that much.... a Letter
mail merge should use Next Page Section Breaks--so, yes 1000 sections IS
normal, but the type of section break seems to be wrong. (Word doesn't
think in terms of pages) A Catalog merge doesn't seem to use section breaks
at all. But Word puts in that section break, I don't see where the user has
any control over it....

Just realized you can't Find and Replace different types of section breaks,
but a Find for any section break and Replace with Manual Page Break should
also get your desired result. (use the More and Special buttons in the F&R
dialog)

Dayo

 

[Elliott Roper]

(I'm hopping into this a bit late. AIA if this has been covered:-
It definitely is not normal. When I mail merge, I get a choice of merge
to printer or merge to document.
On the latter, each new letter starts on a new page.

I'd look at the document/template you are merging from. Inspect the
first section of the letter to make sure that Format->Document->Layout
has Section Start: "New Page" That *is* the default, but might have
accidentally mucked it up.

Sorry, not totally sure because I don't mail merge that much.... a Letter
mail merge should use Next Page Section Breaks--so, yes 1000 sections IS
normal, but the type of section break seems to be wrong. (Word doesn't
think in terms of pages) A Catalog merge doesn't seem to use section breaks
at all. But Word puts in that section break, I don't see where the user has
any control over it....

Just realized you can't Find and Replace different types of section breaks,
but a Find for any section break and Replace with Manual Page Break should
also get your desired result. (use the More and Special buttons in the F&R
dialog)

Dayo

That shouldn't be needed. It would be far simpler to fix the underlying
mess than to edit the merged output document, especially if there are
1000 recipients.

 

[kevs]

(I'm hopping into this a bit late. AIA if this has been covered:-
It definitely is not normal. When I mail merge, I get a choice of merge
to printer or merge to document.
On the latter, each new letter starts on a new page.

I'd look at the document/template you are merging from. Inspect the
first section of the letter to make sure that Format->Document->Layout
has Section Start: "New Page" That *is* the default, but might have
accidentally mucked it up.


That shouldn't be needed. It would be far simpler to fix the underlying
mess than to edit the merged output document, especially if there are
1000 recipients.

Thanks Elliot.
Ok just looked and it does say section start: new page.

Let me say this if it helps. I made a custom 4" x 6" document. It's in
upperleft of the screen. The rest of screen is blue. Don't know if that
means anything, but any other idea, why it all merges to one page? I am
using merge to new document.

OS 10.3.4
Office 2004

 

[Elliott Roper]

On 8/3/04 12:02 PM, in article 030820042002313226%[email protected], "Elliott

Thanks Elliot.
Ok just looked and it does say section start: new page.

Let me say this if it helps. I made a custom 4" x 6" document. It's in
upperleft of the screen. The rest of screen is blue. Don't know if that
means anything, but any other idea, why it all merges to one page? I am
using merge to new document.

Well, that's what you should see in page view. When I try to do what I
think you are doing (in v.X) it works fine. I get a new merge document
with as many pages as I had matching entries in my merge source file,
which is an Excel spreadsheet, not that it should matter. I did the
merge in Word using the merge manager, selecting the spreadsheet as
data source, then paddling in query options and finally merging to a
new document. (I guess you are doing something similar, but I wrote
this out in case I completely misunderstood how you are doing it)

I guess the next place to look is something funny with your merge
fields, or your merge data source. Try chopping the problem up with a
very simple document with a single merge field. What are you using for
a data source?

 

[Bill Weylock]

Are you 100% sure that when you look in Print Preview you see all those
documents on one page?

I seriously doubt it, but that would absolutely confirm that you have a true
oddity.

Thanks Elliot.
Ok just looked and it does say section start: new page.

Let me say this if it helps. I made a custom 4" x 6" document. It's in
upperleft of the screen. The rest of screen is blue. Don't know if that
means anything, but any other idea, why it all merges to one page? I am
using merge to new document.

OS 10.3.4
Office 2004

Panther 10.3.4
Office 2004

 

[kevs]

Are you 100% sure that when you look in Print Preview you see all those
documents on one page?

I seriously doubt it, but that would absolutely confirm that you have a true
oddity.






Panther 10.3.4
Office 2004

Bill & Elliot:
Ok I did a quick test, with a form letter, regular size and a smaller
database.

When I did print preview, it came up in PREVIEW, and it did is show a
different page for each letter. BUT, in Word, at bottom, all those letters
are called just PAGE 1, and each letter is a different section number.

Then I went back to my current project, the 1000 4x6 letters.

Likewise for that, at bottom says all one page with 1000 sections, but when
I tried print preview, it said section 1 outside of margins, continue,
section 2 outside of margins, continue? And so on, bit nightmare, but
letter looks find on the screen, so don't know why getting that dialogue.

The workflow is simple.
I make letter,
In data merge manager, select form letter,
Open database (an excel file)
Then box comes up that says "open workbook",
Says "open document in workbook -- sheet 1
Cell range -- entire worksheet
And I select ok.
Then I drag over fields I want
And then click merge to new document.





OS 10.3.4
Office 2004

 

[Elliott Roper]

Bill & Elliot:
Ok I did a quick test, with a form letter, regular size and a smaller
database.

When I did print preview, it came up in PREVIEW, and it did is show a
different page for each letter. BUT, in Word, at bottom, all those letters
are called just PAGE 1, and each letter is a different section number.

That's what you would expect. You don't want the 999th person's two
page letter starting at page 1999 do you?

Then I went back to my current project, the 1000 4x6 letters.

Likewise for that, at bottom says all one page with 1000 sections, but when
I tried print preview, it said section 1 outside of margins, continue,
section 2 outside of margins, continue? And so on, bit nightmare, but
letter looks find on the screen, so don't know why getting that dialogue.

OK, You are getting somewhere. Almost certainly the dialog is telling
you the truth.
1. The printer may not want to print on 4*6 at all. My printer won't
officially print anything smaller than C5 for instance.

2. It might not be able to print right to the edge.

In the second case, go to Format->Document->Margins to see what Word
thinks the margins are, and drag them out or in till it works.
Or look at the vertical and horizontal rulers in page view to see what
you have done to yourself.

It is just possible that error is what is causing all your letters to
arrive on one sheet. I still can't reproduce it here.

If your printer is really refusing to print 4X6 sheets, you might try
printing 2-up on normal paper and cutting it up. Although if you have a
two sided merge, I suspect you won't find a way to get the sides in the
right order.

 

[Bill Weylock]

Elliott -


Where are settings for things like 2-up? I think I used to see a ³Layout²
option in Page Setup under previous operating systems, but I have been
unable to locate anything like that on any dialog I can generate in Word or
general system Page Setups.

I¹m probably missing something obvious... But what?


Best,


- Bill

If your printer is really refusing to print 4X6 sheets, you might try
printing 2-up on normal paper and cutting it up. Although if you have a
two sided merge, I suspect you won't find a way to get the sides in the
right order.

Panther 10.3.4
Office 2004

 

[Elliott Roper]

Elliott -


Where are settings for things like 2-up? I think I used to see a ³Layout²
option in Page Setup under previous operating systems, but I have been
unable to locate anything like that on any dialog I can generate in Word or
general system Page Setups.

I¹m probably missing something obvious... But what?

Simply in the Mac print dialog. Layout it is.
When you get there, you will find a pile of z's. Don't let 'em bluff
you. It is easy.

 

[kevs]

Simply in the Mac print dialog. Layout it is.
When you get there, you will find a pile of z's. Don't let 'em bluff
you. It is easy.

Thanks Elliot:
I tested my printer and it will print 4x6. Have not done 1000 yet, so I'll
cross my fingers. Can't cut now, because I had the 4x6 printed up at an
offset printer, on letterhead and already cut it to 4x6. What you said made
sense, just that I always do a 1 page letter, so I was expecting to see new
page for each letter. Also, I used to be on WordPerfect, I but that made
each letter a separate page, if I remember. I will study your notes and
report back with problems.

OS 10.3.4
Office 2004

 

[kevs]

Ok:
I got my database file all perfect. Ready to print these thousand sheets. I
have someone coming tomorrow to pick them up, but I wont be printing them
tonight because ,but it says:

"the margins of section 1 are set outside the printable are of the page. Do
you want to continue"

Now, I've seen this many times before when I print normal letters. I select
yes and everything is done.
But I can't do that here because I would have to sit at computer and click
that 1000 times.

I have no idea what to do.

I went to format document and I have left and right at 0.5, top 1", 0 "
butter 0.

What does it all mean? I ask that because if I select yes, it prints out a
perfect letter! Can't I tell word, to go ahead and not ask me with 1000
times? Or what should I change in margins to rid me of this dialogue box,
and still keep the letter looking perfect as it currently does? Thanks!!!!!

That's what you would expect. You don't want the 999th person's two page
letter starting at page 1999 do you?

2. It might not be able to print right to the edge.

In the second case, go to Format->Document->Margins to see what Word thinks
the margins are, and drag them out or in till it works. Or look at the
vertical and horizontal rulers in page view to see what you have done to
yourself.

It is just possible that error is what is causing all your letters to arrive
on one sheet. I still can't reproduce it here.

If your printer is really refusing to print 4X6 sheets, you might try printing
2-up on normal paper and cutting it up. Although if you have a two sided
merge, I suspect you won't find a way to get the sides in the right order.

OS 10.3.4
Office 2004

 

[John McGhie]

It's the 0" at the bottom that's doing it.

Change that to 0.5, save and close the document, re-open and let her rip.

It's simply a warning that your printer driver is reporting that your page
margins are outside the printable area your printer says it can handle.

Change it once in your source document (and click DEFAULT so you also change
it in your Normal Template). The setting will then hold for each document
your mail merge creates.

Cheers

Ok:
I got my database file all perfect. Ready to print these thousand sheets. I
have someone coming tomorrow to pick them up, but I wont be printing them
tonight because ,but it says:

"the margins of section 1 are set outside the printable are of the page. Do
you want to continue"

Now, I've seen this many times before when I print normal letters. I select
yes and everything is done.
But I can't do that here because I would have to sit at computer and click
that 1000 times.

I have no idea what to do.

I went to format document and I have left and right at 0.5, top 1", 0 "
butter 0.

What does it all mean? I ask that because if I select yes, it prints out a
perfect letter! Can't I tell word, to go ahead and not ask me with 1000
times? Or what should I change in margins to rid me of this dialogue box,
and still keep the letter looking perfect as it currently does? Thanks!!!!!









OS 10.3.4
Office 2004

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John McGhie <[email protected]>
Consultant Technical Writer
Sydney, Australia +61 4 1209 1410