How do I view merge fields?

[Steve Ball]

How do I get Word to show me what merge fields I used in an envelope
template I made a few months ago?

 

[macropod]

Hi Steve,

Simply opening your mailmerge template should do the trick. The fields will usually be displayed as «FieldName». If not toggling the
field code display on/off will reveal them.

Cheers

 

[Steve Ball]

macropod:

Hi Steve,

Simply opening your mailmerge template should do the trick. The fields will
usually be displayed as «FieldName». If not toggling the
field code display on/off will reveal them.

Thanks for the reply. Toggling the filed codes alternates between blank and
{MERGEFIELD Address}. What is this telling me? The template inserts company
name and business address.

 

[macropod]

Hi Steve,

It's telling you that this location in your document drew its data from a field named 'Address' in your data source.

Cheers

 

[Steve Ball]

macropod:

Hi Steve,

It's telling you that this location in your document drew its data from a
field named 'Address' in your data source.

Cheers

But when I merge an entry out of the address book, it first inserts that
company name before inserting the address. Why is name included in Address?

Actually, it inserts the company name *twice* (on separate lines). Could
this be because, where an entry has a company name but no first or last
name, I also enter the company name in the Last Name field, to get it to
sort in some kind of sensible order when I sort the address book by name?

But why is a it inserting a name at all if the merge field is just
"Address", which I take to be Default Address.

 

[Daiya Mitchell]

But when I merge an entry out of the address book, it first inserts that
company name before inserting the address. Why is name included in Address?

Actually, it inserts the company name *twice* (on separate lines). Could
this be because, where an entry has a company name but no first or last
name, I also enter the company name in the Last Name field, to get it to
sort in some kind of sensible order when I sort the address book by name?

But why is a it inserting a name at all if the merge field is just
"Address", which I take to be Default Address.

Are you merging data from Entourage? "Address" refers to the *full*
address (which I guess includes company name when one exists,
legitimately in my opinion, largely because I'm at a university where it
would be essential). Instead of using the Address field, try using the
separate Street / City / State/ Zip fields. I assume that you put in the
LastName field yourself? I don't think Address includes names.

I don't think you have the choice of using the non-default address in
merge at all--I think it will automatically draw from the fields
associated with whichever address is default.

Side note: Personally, I keep the address book sorted by nickname, which
also allows me to do things like sort all the people I know from a
particular context together by prefacing the nickname with an equals
sign or somesuch--or your nicknames could be "MS Joe," "MS Jane," etc.

 

[Steve Ball]

Daiya Mitchell:

Are you merging data from Entourage?

I'm merging data from what Word calls the "Office Address Book". I assume
this is 'The Truth's' address book, i.e. the one that sync services refers
to.

"Address" refers to the *full*
address (which I guess includes company name when one exists,
legitimately in my opinion, largely because I'm at a university where it
would be essential). Instead of using the Address field, try using the
separate Street / City / State/ Zip fields. I assume that you put in the
LastName field yourself? I don't think Address includes names.

The merge field shows just one entry;"{MERGEFIELD address}".

I don't think you have the choice of using the non-default address in
merge at all--I think it will automatically draw from the fields
associated with whichever address is default.

Makes sense.

Side note: Personally, I keep the address book sorted by nickname, which
also allows me to do things like sort all the people I know from a
particular context together by prefacing the nickname with an equals
sign or somesuch--or your nicknames could be "MS Joe," "MS Jane," etc.

Good tip.

 

[Daiya Mitchell]

Hi Steve,

I'm merging data from what Word calls the "Office Address Book". I assume
this is 'The Truth's' address book, i.e. the one that sync services refers
to.

Okay, yes--the Office Address Book is kept in Entourage. (I missed the
Truth reference, but I don't use sync services)

The merge field shows just one entry;"{MERGEFIELD address}".

Yes--to fix this, you will need to setup the envelope template
again--start over with a fresh document, using the Data Merge
Palette--After telling Word you want to use the Office Address Book as
your source, it will give you the option of entering MergeFields.
Instead of using the Address field, choose the individual Street, City,
etc fields.

Alternatively, clean up your address book so that you don't have company
entered as LastName. Probably better in the long run--but slower for
right now.

Daiya