field names in data source for Word document

[rholzman46]

Version: 2008
Operating System: Mac OS X 10.5 (Leopard)
Processor: Intel

In Mail Merge, I need more field names in the data source than Word will allow. What can I do?

 

[Rob Schneider]

Ideas:

1. concatenate at the data source, e.g. instead of having three field
[Title], [First Name], [Last Name], change to [Title]+" "+[First Name] +
" " + [Last Name]

2. Use something other than Word

--rms

 

[CyberTaz]

How many fields are you talking about?

Those that appear immediately in the manager Step #3 are not all that are
available... There's a button at the bottom of that list which can be used
to scroll more into view.

 

[Peter Jamieson]

If you create your data source in Word using Mail Merge Manager->get
List->New Data Source, Word creates a new Word document that holds the
mailmerge data in a Word table.

Since a Word table can only have 63 columns, that restricts what you can
do at the time you create the data source.

However, for example, if you have a 63-column data source and you want
to add another column, you can
a. make a backup copy of your data source document
b. open the data source document
c. select the table
d. Table->Convert table to text (e.g. use a tab as the separator)
e. add a new column header

Unfortunately
f. you then have to add a new column to every row (e.g. an extra tab
will do it if the tab is the separator)
g. if you have any tab characters in your data, this will not work
h. if you have multiline data, this will not work. On Mac, I don't
know for sure what will although you would probably have to wrap up any
multi-line data in double-quotes

If you have Excel, you might be better off transferring your merge data
into that - e.g., open the mail merge data source document, select the
table, edit-copy, edit-paste into Excel, save that. Then use that as the
data source. However, then you'll need to maintain your data in Excel as
you probably won't be able to use the editing facility within Mail Merge
Manager.

If you are thinking of creating large amounts of data for re-use in
merge, it's probably going to be worth while thinking a bit more about
how you want to organise your data longer term. However, Word on Mac
only recognises a small number of data source types - e.g. text files,
Word documents, Excel worksheets, and Filemaker Pro databases, if you
have that product.

Peter Jamieson

http://tips.pjmsn.me.uk

 

[CyberTaz]

Perhaps I misunderstood your original question -- I took it to mean that you
already had a record source [other than a Word table] which included a large
number of fields.

If you're trying to create a new record source that's a different story. As
Peter says, a record source created as a Word table is restricted to the
number of columns Word will allow which is 63. If you use Excel to create
your record source you can use as many columns as you wish & any/all can be
included in a merge. I have an Excel sheet here with 110 fields, all of
which are available when merging to labels, envelopes, form letters or
catalogs. Many people overlook the fact that Excel isn't strictly for
calculations - it's primarily a data management program. You don't have to
be an Excel Whiz Kid to create a simple list or to mange it effectively.

See Step 1 on this page if you're not familiar with Excel:

http://support.microsoft.com/kb/318117

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