Merging Address Book

[Hague2]

I set my Merge document up with 3 columns, and placed the field names etc. in
each cell. So when I merged my address book (created in Excel) the
information would be in each cell. This has worked before but this time
after I merge there is a Page Break next page after each Row (each person).
Besides the 3 column 1 row there is only one paragraph mark showing. This of
course cannot be deleted. What's happening?
Thanks

 

[Peter Jamieson]

You have probably chosen a different type of Mail Merge - you need the
"Directory" type merge, but you have probably chosen the "Form Letters" type
merge.

If you're using Word 2002/2003, enable the MailMerge toolbar (e.g. Word
Tools|Customize), click the first button, and choose the Directory type
merge.

Peter Jamieson

 

[Hague2]

Hello,
I do have the Mail Merge Toolbar enabled. Looking back I wasn't using the
Toolbar but the Mail Merge Wizard. I did notice that going through the steps
it kept changing the setup back to a letter rather than the directory I had
chosen. So I opened the Mail Merge Setup document with the Field Names on it
and used the Toolbar to change the Setup to Directory. Now the format is
flowing correctly but I'm getting only one full (no top/bottom margins) page.
I can see the records merging in the Status Line, but only what fits on one
page shows. Now what???? I used the same method for just names and phone
numbers (3 columns, 1 row) and it works fine.

Nita

 

[Peter Jamieson]

I did notice that going through the steps
it kept changing the setup back to a letter rather than the directory I
had
chosen.

Odd. But anyway...

but I'm getting only one full (no top/bottom margins) page.

1. What is now in your Mail Merge Main Document exactly? How would you say
it differs from the one that seems to be working?

2. what do you mean by "no top/bottom margins"? Could you be looking at
View|Normal rather than (say) View|Print Layout?

Peter Jamieson

 

[Hague2]

Hello again,
1. The Mail Merge Main Document has 2 columns and 1 row with the Field
Names of my address book inside the Table and one blank line below. I did
the same thing using 2 columns and 1 row with Field names for names and phone
numbers, which worked. That's my problem, I don't see what's different.
I've used these files before and they worked fine. I think I'll start over
and create a new Main Document.

2. When the merge takes place you can see the record numbers in the Status
Line below, but only the first page shows up with no top/bottom margins. I'm
in Print Layout View. I made sure show/don't show white space wasn't the
problem. I'm not sure why it's taking away the top/bottom margins.

Nita

 

[Peter Jamieson]

I think I'll start over

and create a new Main Document.

That's probably what I would do.

I'm not sure why it's taking away the top/bottom margins.

Could it be set up as an "E-mail messages" type merge (if you use the 1st
button in the mailmerge toolbar to switch between Letters and E-mail
messages you may see why I suggest that).

Peter Jamieson

 

[Hague2]

I rewrote the Main Document (Field Names, etc) and the merge was successful.
I guess something got corrupt in the original document.
Thanks Peter for listening.
Nita