Merged doc not paginated

[Noel]

Hi. Im sure I didnt have this problem before I converted
my database and Word to 2002. When I merge to a document,
the document seems to be just one big page - even though
its separate pages in the Main document. This means that
when I try to print selected pages, I get all of them. Is
there a way to make the merged doc separate into discrete
pages? Thanks, Noel

 

[Guest]

Are you doing labels? If so, have you selected which
label type in the mail merge wizard?

You can always add page breaks by going to INSERT> PAGE
BREAKS

 

[Cindy M -WordMVP-]

Hi Noel,

Im sure I didnt have this problem before I converted
my database and Word to 2002. When I merge to a document,
the document seems to be just one big page - even though
its separate pages in the Main document. This means that
when I try to print selected pages, I get all of them. Is
there a way to make the merged doc separate into discrete
pages?

1. Be sure to turn on the display of non-printing
characters, then you can see what's kinds of "breaks" a
document contains.

2. In the mail merge result, do you see any Section breaks?

3. What kind of merge are you executing (letters, directory,
labels)?

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.mvps.org/word

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[Noel]

Thank you both for the replies. Sorry for not getting back
sooner. My main document is a letter with name, address
and related child fields pulled from an Access 2002 query.
Im at home now so will reply again with more info tomorrow
from work, but I seem to remember some sort of section
break continuous, or something like that, in the merged
document, although I didnt put any sort of break in the
main document. If I put a page break in the main document,
that causes a new page to be generated. Thats not what I
want beacuse the main documents or records are just one
page long. I just want each page in the main document to
show as a separate page in the merged document, so that I
can print individual, odd or even pages as I wish. this
all seems so silly - Im sure theres something basic Im
missing here. Thanks again, speak again soon, Noel

 

[Cindy M -WordMVP-]

Hi Noel,

OK, if your memory served you correctly then the problem
is most likely the TYPE of section break the mail merge is
generating. It *should* be a New Page section break,
normally, for the "Letter" type. But if for some reason the
setting for "New section break" in File/Page Setup/Layout has
been set to continuous, that would explain what you describe.
See if changing that setting makes a difference?

My main document is a letter with name, address
and related child fields pulled from an Access 2002 query.
Im at home now so will reply again with more info tomorrow
from work, but I seem to remember some sort of section
break continuous, or something like that, in the merged
document, although I didnt put any sort of break in the
main document. If I put a page break in the main document,
that causes a new page to be generated. Thats not what I
want beacuse the main documents or records are just one
page long. I just want each page in the main document to
show as a separate page in the merged document, so that I
can print individual, odd or even pages as I wish. this
all seems so silly - Im sure theres something basic Im
missing here.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.mvps.org/word

This reply is posted in the Newsgroup; please post any follow
question or reply in the newsgroup and not by e-mail

 

[Noel]

Hi Cindy. Sorry, memory defective. Ive checked and the
main document has no breaks at the bottom but the merged
doc has a Section Break (Next Page) at the bottom. I can
print odd and even pages successfully but when I try to
print individual pages or specified page ranges (ie page
1,2) I get all pages printing. Is this correct? I can
print individual pages when in Main view but it seems odd
that I dont have the full print options when working with
the merged document. Thanks for your help.

 

[Cindy M -WordMVP-]

Hi Noel,

OK, I think I understand what you need, now, and what you've
got

Because the merge result document is broken down into
sections, and each section begins renumbering(!) you need a
special syntax to print only particular pages. OR you need
to modify the result document in order to have consecutive
numbering.

For the former, you need to use the format p#s# (page
number, section number). For the latter, Ctrl+A, then
Insert/Page Number/Format and activate the option to
continue numbering from the previous section.

Ive checked and the
main document has no breaks at the bottom but the merged
doc has a Section Break (Next Page) at the bottom. I can
print odd and even pages successfully but when I try to
print individual pages or specified page ranges (ie page
1,2) I get all pages printing. Is this correct? I can
print individual pages when in Main view but it seems odd
that I dont have the full print options when working with
the merged document.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.mvps.org/word

This reply is posted in the Newsgroup; please post any
follow question or reply in the newsgroup and not by e-mail

 

[Noel]

Thanks for this Cindy. Ive tried insert/page
number/format and it allows me to print individual pages
but it puts an actual page number in the document which I
dont really want. Ideally Id like to be able to do
something in the Main document (just once)that sorts this
out and doesnt put page numbers in the merged document.
(So that the users dont have to do anything other than
merge to new document and automatically have the full
range of print options). I wonder if your other
suggestion would do this - when you say use format p#s#,
where exactly do you mean? Thanks again, Noel

 

[Cindy M -WordMVP-]

Hi Noel,

Ive tried insert/page
number/format and it allows me to print individual pages
but it puts an actual page number in the document which I
dont really want.

Do NOT click OK when leaving the "outside" dialog box. Use
CLOSE!

Ideally Id like to be able to do
something in the Main document (just once)that sorts this
out and doesnt put page numbers in the merged document.

Unfortunately, that just doesn't work in most recent Word
versions...

I wonder if your other
suggestion would do this - when you say use format p#s#,
where exactly do you mean?

You have to enter the page range in the PRINT dialog box
like this, rather than typing 4-7 (meaning pages 3 through
5). Assuming each merge result was two pages, and you wanted
the results for records two and three: p1s2-p2s2.

Or, you could just specify the sections (records) which
would bring all pages for that section: s1-s2

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.mvps.org/word

This reply is posted in the Newsgroup; please post any
follow question or reply in the newsgroup and not by e-mail

 

[Noel]

Hi Cindy. I think Ive got it now. Thanks for your help
with this. Cheers, Noel