data not merging into labels. Just get 'next record' format

[GrannieAnnie]

I have tried to create labels using data from an Excel spreadsheet, Word
table and adding them during Wizard. In each case the contacts fail to merge,
I just get a document with 'next record' at all but first label

 

[Anne Troy]

It sounds to me like you have something like this (I'm showing one line
below per label):

<name>
<next record>
<next record>
<next record>

When you really need this (one line per label):
<name>
<next record><name>
<next record><name>
<next record><name>
All your labels should be the same EXCEPT the first label, which should NOT
have a "next record" field. See the graphic here:
http://www.officearticles.com/word/troubleshoot_mail_merge_results_in_microsoft_word.htm

************
Hope it helps!
Anne Troy
www.OfficeArticles.com
Check out the NEWsgroup stats!
Check out: www.ExcelUserConference.com

 

[Graham Mayor]

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

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[sally t]

you need to press Propegate Labels tool (if you're on 2002 onwards). Then
the labels will all complete and you can then Merge.

 

[dizzy izzie]

Dear GrannieAnnie, I have had the same problem and wondered if you solved it.
I am using Word 2003 and have a simple list of files in Excel. Everything
looks fine up to step 3 then I end up with blank labels, even though the mail
merge recipients dialog box shows my list it does not merge it. What was the
answer, because the replies you got did not help me.

 

[Peter Jamieson]

You have to tell Word what you want in the labels. It doesn't try to guess.
I'd suggest you visit Graham Mayor's pages at
http://www.gmayor.com/mail_merge_labels_with_word_xp.htm and start about
half way down where it says "Insert Fields".

Peter Jamieson

 

[dizzy izzie]

Thanks for the reply Peter. I guess I should have said that the step of
inserting the <<next field>> was completed, and I see the recipient list
which has all the names and they are all checked off, but when I get to the
step of preview the labels the labels go blank and the next record
disappears; nothing merges. I did visit the website you recommended and even
followed the steps to "Apply formatting to fields in Word" Confirm conversion
at open, but that didn't help.

 

[Peter Jamieson]

Can you tell us what fields you have put in your label layout?

(Sorry, I'm probably going to have to break off at this point as it's very
late here - should be able to resume in the morning, UK time)

Peter Jamieson

 

[dizzy izzie]

I guess it is late if you are in UK.... I will also be signing off now but
it's only 10 pm here. I'm sorry but I am confused about the fields in my
label layout, wizard put <<next field>> in each of the labels except the
first and I thought that was all that was needed. I found this so much easier
with the previous version of Word and I was able to do it last year. To be
honest, I can't see what is wrong. Thanks for your time.

 

[Peter Jamieson]

Hi izzie,

No, you have to do a bit more than that. You can follow Graham's page
step-by-step starting from where I suggested, or maybe the following
different description will help a bit...

In Word 2003 it can help to enable the MailMerge toolbar (use
Tools|Customize and check the relevant box).

Experiemnt first:
a. Click in the first cell, then click the 6th button from the left (the
one just before "Insert Word Field|") on the toolbar. You should see a
dropdown list of fields from your excel sheet. Make sure the Database Fields
radio button is selected (it is by default), then select the first field you
want in your label and click Insert.

b. Then use the propagate labels button (it's about 4 buttons after the
Insert Word Field button) to copy the content of the first label into the
other labels.

c. Then click the send to document button (it looks a bit like a blank
piece of paper). In the experiment choose a small number of records (say,
slightly more than there are on a page).

Word should create a new document which you can edit if necessary and/or
print.

However, you've only inserted one field in (a) so you need to go back and
insert the other ones you need. It's not completely straightforward, but I
think you should refer to Graham's page (the one I gave earlier) at that
point.

/You/ may find that iinstead of inserting these individual fields, you can
insert an ADDRESSBLOCK field. However, many people find that it causes even
more problems for them. Graham's site has other pages you may find useful.

When you get to the point where you are producing the output you need, make
sure you save your mail merge main document (the one with all those fields
in it, not the output document with the results) so that you can re-use it.

Peter Jamieson

 

[Doug Robbins - Word MVP]

The steps that you must follow have not really changed. You always had to
insert the merge fields into the first label on the sheet and then replicate
the set up of that label to the other labels.

--
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

 

[dizzy izzie]

Thank you, problem solved. Very helpful.

 

[dizzy izzie]

Peter, thank you for the help. Problem solved. I should be OK now.