Mail Merge Problems Word 2003

[Lenny]

Can someone help? Doug Robbins provided a url to a site, but the information
did not help... I have been to numerous sites trying to solve this problem.
I am using 2 columns and 61 rows of a multi-column spreadsheet as my
datasource in a mail merge to a Word document..... I don't want a
one-of-many, I want all the records, regardless of whether they are
replicated in the list or not. The word table has 2 columns and 15 rows. In
the Wizard, I have selected ALL RECORDS for the merge. Is there another
switch that I can use that will pull ALL of the records from the excel
spreadsheet, regardless of whether they are duplicated within the list???

Assistance is greatly appreciated as always - Lenny (please see below)

When I use only the 'mergefield' and 'column heading' in each of the word
table cells and run the merge, it produces a 600+ record document while there
are only 61 line items in the spreadsheet. Each line in the excel
spreadsheet is duplicated many, many, many, times in the final word document.

Example 1 ______________________________________________________________
Col 1 Col 2
<mergefield><IC NO> <mergefield> <Name>
<mergefield><IC NO> <mergefield> <Name>
<mergefield><IC NO> <mergefield> <Name>

When I insert the merge field and column heading reference in the first row
and then add a 'next' field : <NEXT><Mergefield><IC NO> and copy it to all
following rows of the word table and run the mailmerge, it produces a 2 page
document but only pulls in the first instance of any entry that is replicated
in the excel spreadsheet.

Example 2 ______________________________________________________________

Col 1
Col 2
<mergefield><IC NO> <mergefield> <Name>
<next><mergefield><IC NO> <next><mergefield><Name>
<next><mergefield><IC NO> <next><mergefield><Name>
<next><mergefield><IC NO> <next><mergefield><Name>
<next><mergefield><IC NO> <next><mergefield><Name>

 

[Doug Robbins - Word MVP]

Use a Directory type mail merge main document in which you have a one row
table that contains the merge fields AND NOTHING ELSE. When you execute
that merge to a new document that document will contain a table with a row
of data for each record in the data source.

Any text that you want before and after that table of data will have to be
added after executing the merge or alternatively, you may be able to achieve
what you want by having it in the header/footer of the main document. With
61 records, the table may extend to two pages, so you would probably need
the mail merge main document set up with Different First Page head er and
Footer

--
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

 

[Lenny]

Doug: thank you for your response, can I get a bit more information? First
- in my first example below, why is it producing multiples of each row entry
from the excel spread sheet? And, in the second example, why is it only
pulling the first iteration or first instance from the row and column in the
excel spreadsheet? I would like to understand why the examples are not
working.... regards

 

[Doug Robbins - Word MVP]

Have you tried what I suggested?

The reason that what you initially tried did not work is because it is not
the way to do it.

--
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