Merge to new document shows different results

[williaw]

Hi,

Normally when a merge a document from Excel into a Word document to create
labels I just use the main document attache the Excel file and print or sort
or filter as needed with creating a whole new document from the merge.
(saves space and headaches) This time however I had to go into a new
document the results...totally unbelievable. Here is what I did:

1. Create list in Excel 2003
2. Create label in Word 2003
3. In Word Document: attach data source (chose list created above)

At this point the data is all ok. I can do a search and find any 'label'
and see the merged data just as always.

4. Now I needed to make a few individual changes that I couldn't do on the
merge template so I chose 'Merge to new document'.

Lo and behold, the merged data is now merged incorrectly! Not possible you
say? I agree but it happened anyway.

I then called my IT department, they said "not possible, fix your data
source."
I emailed IT my files (all 3) they then recreated the merge and guess
what...it did the same thing!

So now I come to you capable people with my hat in my hand....does this ring
any bells? I would love to know a) how it is even possible and b) what the
problem is so that I can avoid it in the future!

Thank you,
Wendy Williams
(e-mail address removed)
The Foundation for
Manatee Community College

 

[Doug Robbins - Word MVP]

What does "incorrectly" mean?

--
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

 

[williaw]

Sorry! The format of the merge is:

<<first>> <<last>>
<<table>>
in the main document all the data is correct, in the 'merge to a new
document' there are approximately 15 out of 300 that have the wrong table.

If one record is joe smith 15 and the next record is suzy smith 24 the main
document has the proper table, but in the 'merge to a new document joe smith
will have 24 and suzy smith will have 24. each time the table is incorrect
it seems to be picking up the number from the next record. The correct number
is still also on the next record.

 

[Doug Robbins - Word MVP]

Almost certainly, this will be caused by some irregularity in the data
source. If you want to send it to me, I will take a look at it for you.

--
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

 

[williaw]

Thank you! I have sent the file to you. I hope I sent it to the right
email. if you don't receive it please e-mail at the address below so I will
have the correct address.

Again, thank you. The truly bizare makes me crazy! ;o

 

[Doug Robbins - Word MVP]

For the benefit of anyone else that is interested, the problem here was
caused by a mis-placed <<Next Record>> field in the Label type Mail Merge
maindocument.

The <<Next Record>> field should be inserted BEFORE the first merge field in
all Labels on the Mail Merge Main document EXCEPT for the first label on the
sheet.

If the <<Next Record>> field is in any other location, the results will
almost certainly not be as expected.

--
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