Mail Merge Problem: Not Merging Source Data

[rickp3131]

I have a Word 2003 document as the source containing <<field1>><<field2>> and
so on. There are 59 records in an Excel 2003 spreadsheet that is the source
data. When doing either a Letters or Labels merge creates a 59 page document
containing the field names (<<field1>><<field2>>) rather than the source data.

I figure there is something simple I've missed during the setup since I
can't find a similar post. What am I doing wrong?

Thanks,
Rick

 

[Graham Mayor]

Now on to formating the fields.

http://www.gmayor.com/formatting_word_fields.htm should help with that!

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


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

 

[Peter Jamieson]

it sounds as if you might be typing in the <<field1>> into your Mail Merge
Main document (although if you are using the Mail Merge Wizard, I would be
surprised). If so, that doesn't work - you have to enter the appropriate
field codes, which display as, e.g. <<field1>> or { MERGEFIELD field1 }
depending on whether you click Alt-F9 or not.

To do that, you can
a. go to Step 4 of 6 in the Mail Merge Wizard task Pane, then click More
Items... then insert the fields you want t=from the list that appears
or
b. open the Mail merge toolbar (e.g. via Tools|Customize) and use the icon
immediately to the left of the Insert Word Field button to show the same
dialog
or
c. enter the field codes manually using ctrl-F9 to insert the special field
code brace characters {} then type MERGEFIELD field1 between them.

Use Alt-F9 to switch between <<>> and {} view. Use the toolbar button with
<<>> and ABC underneath to switch between <<>> view and "results" view.

NB, do not try to alter field names in <<>> view. Either re-insert the field
from scratch or switch to {} view and change the name there.

Peter Jamieson

 

[rickp3131]

I figured out the problem. I needed to insert <<field1>><<field2>> as a
mailmerge field. Now on to formating the fields.

Thanks,
Rick

 

[rickp3131]

Graham,

Thanks for the reply. I've seen your replies to other posts but get a "page
can not be displayed" message. It might be because I'm trying to access the
page from work.

Thanks,
Rick

 

[Graham Mayor]

There is nothing wrong with the link from here. The article is available for
download as a pdf - see if you can access that
http://www.gmayor.com//Zips/Formatting with switches.zip

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


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

 

[rickp3131]

Thanks again Graham for the help. It's my work that's blocking the link.

I have another merge question. This merge is for a tax form that has 3
forms per page. I'd like to setup up the page so there are 3 forms but when
as you can guess the merge inserts the same record 3 times for each page. Is
there a way to get the merge process to move to the next record after each
form? I thought that a continous section break would work but there is no
difference with our without it.

Any suggestions?

Thanks,
Rick

 

[Peter Jamieson]

Create the form. Make two copies for the 2nd and 3rd forms. Use a <<Next
Record>> field (i.e. { NEXT } field ) before the 2nd and 3rd forms. You can
insert one from the "Insert Word Field" button on the Mailmerge toolbar or
just insert the {} using crtl-F9 and type NEXT inside.

Peter Jamieson

 

[Graham Mayor]

Either insert just one form and set the document type to Directory/Catalog
OR
use a three cell table set the document type as mailing labels and propagate
the content of the first cell to the others
OR
leave it as a form letter merge and put a next record field before the
second and third forms on the page.

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


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

 

[rickp3131]

Peter,

That worked great. Thanks to you and Graham for all the help.

Rick