mail merge

[Steve]

I am importing an excel document with 116 names, addresses etc. I am doing
labels. I want to print 30 labels to a page. I get 116 pages. Each page
has 30 labels with name addresses etc. Page 1 prints name, addresses from 1
thru 30. Page 2 starts with second name thru 31st name. Page 3 starts with
the 3rd name thru the 33rd name etc. How can I print only the 116 names once.

 

[LVTravel]

I am importing an excel document with 116 names, addresses etc. I am doing
labels. I want to print 30 labels to a page. I get 116 pages. Each page
has 30 labels with name addresses etc. Page 1 prints name, addresses from
1
thru 30. Page 2 starts with second name thru 31st name. Page 3 starts
with
the 3rd name thru the 33rd name etc. How can I print only the 116 names
once.

Importing into Word? If so which version. Quick info is for Word 2003 or
earlier.

If Word, the last item in each label needs to be "Next Record" that can be
inserted from "Insert Word Field" dropdown.

Your label should read something like:

FNAME LNAME
ADDR 1
ADDR2
City, ST ZIP<<NEXT RECORD>>


And this is repeated on each label in your 30 label sheet.

If you print multiple versions (in the printer merge you select 2 or more
copies) you will have the same name information 2 or more times per sheet
then the next one in the merge list.

 

[Steve]

Sorry I'm new to this however I created a new inquiry about the same thing as
you indicated the address block is at the beginning of the label setup not
the end as you showed.

 

[LVTravel]

Sorry I'm new to this however I created a new inquiry about the same thing
as
you indicated the address block is at the beginning of the label setup not
the end as you showed.

Let's stay in this thread please. Posting with a new thread just makes it
harder for others that have ideas to follow along. It does take people (who
are all volunteers on the newsgroups) a while to post replies sometimes.

The <<Next Record>> must be at the end of every address block and then you
either merge to printer or merge to new document and then print from there.
You still haven't told me if Word is being used and the version of Word
('97, 2000, 2002, 2003 or 2007.) In word the label setup is actually a
table and each cell in that table needs the same information. It is not
automatically set up. Once you create the first cell's format just copy the
entire cell to the remaining 29 cells.

Then do the merge and see what happens. It is better to initially merge to
a new document and see the results than it is to merge directly to the
printer. Saves a lot of paper that way. The merge to printer and merge to
new document are on the Mail Merge toolbar that can be accessed by right
clicking the toolbar in Word and then clicking Mail Merge (if you haven't
already got it on the screen.)

 

[Steve]

LV Thank you for your patience. Here is what happening.

1) 2003 word sp3, 2) open word, 3) ckick tools, 4) click mail merge
5) click labels, 6) click next, 7) click labes option (avery 5160 address)
8) click close, 9) click next, 10) browse, 11) inport excel
at this point I can look at the end of the number of labels and it shows 116
pages

 

[LVTravel]

LV Thank you for your patience. Here is what happening.

1) 2003 word sp3, 2) open word, 3) ckick tools, 4) click mail merge
5) click labels, 6) click next, 7) click labes option (avery 5160 address)
8) click close, 9) click next, 10) browse, 11) inport excel
at this point I can look at the end of the number of labels and it shows
116
pages

OK.

2) open word - OK
3) ckick tools - OK
4) click mail merge - OK
5) click labels - OK
6) click next - OK
7) click labes option (avery 5160 address)
After you select the labels you should see Step 2 of 6 at the bottom and you
need to click Next: Select recipients.
8) click close - I don't see a close anywhere on my version.
9) click next - shown in step 7 above.
10) browse - OK. You find your .xls file and you highlight it in "Select
Data Source" and then click Open. You may have "Select Table" show up and
if so select Sheet 1 then OK. Remove the check mark from First row of data
contains column headers if in fact the first row is names and addresses of
people. Leave checked if the column headers are in place. Click OK.

11) You should now see Mail Merge Recipients listed. Click Select All then
OK.
12) You should be at Step 3 of 6 and then click Next: Arrange your labels
13) Click More Items in the list of Arrange your labels. Insert Merge Field
should show up. Ensure that Database Fields button is checked at the top.
14) Using the dropdown list of items you arrange the first label like I
showed in my original post.
FNAME LNAME
ADDR 1
ADDR2
City, ST ZIP

Now if the Excel file does not have the various field labels (remember that
you may have turned it off in step 10) then the fields will be labeled F1
through whatever the end field is. Ensure that you put the proper spacing
and punctuation needed between the inserted fields.

15) Once you have the first field totally set to your satisfaction click
Update all labels box in Replicate labels still showing on Step 4 of 6.
This will put whatever you have in the first box behind the <<Next Record>>
that was put there initially. That is OK.

16) Click Next: Preview your labels. If OK click Next Complete the merge.
You can then go back an edit individual labels if needed.

Let me know if this helps.

 

[Steve]

Hi LV To clarify when i said to click close it was the accepting of the label
choice.
After I imported the excel file. click next, click on more items, inser all
the label info. click update labels. screen shows what you said,next record
with the address label as indicated. I still have 116 pages just like it was
when i imported the file before setting up the address block.

 

[LVTravel]

Hi LV To clarify when i said to click close it was the accepting of the
label
choice.
After I imported the excel file. click next, click on more items, inser
all
the label info. click update labels. screen shows what you said,next
record
with the address label as indicated. I still have 116 pages just like it
was
when i imported the file before setting up the address block.

At this point I have no idea what you are doing wrong. If you followed my
last post (and I recommend you do it from a totally new start of Word) you
should get the proper results. If you are actually getting 116 pages with
30 labels per page of the same information when you do step 16 above then
you are missing the <<Next Record>> statement which should be there already
or the merge function is not "reading" it correctly for some reason.

I do this all the time and there should be no issue. If the excel file is
not too large and the names are not restricted (can be trusted to someone
else) you can attach the Word document you have created and the Excel data
file and send it to me so I can see if I can figure out what is happening.
Email as attachment to cartridge2224@yahoo(dot)com (this is a throwaway
email and won't be monitored after 48 hours.) Of course in the email address
you need to replace the (dot) with the appropriate . Let me know if you are
sending it or not.

 

[Steve]

Hi LV,
I'm going to try redo the excel file. there may some invisible characters
in it. I coped it fron another source. I will try this as a last step and
I'll let you know what happens. Every time I go to do a mail merge it was
from scratch in word. I should have an answer with in 24 hrs. Thanks for
all your help.

 

[Steve]

Info has been sent

 

[LVTravel]

Info has been sent

Ok Steve. I've sent back a few files. The merge worked perfectly fine for
me. I've sent to your address you emailed from at 11:36 PM.