name field not displayed as matched

[Barbara at Partners]

Using Word 2003. Trying to make labels, the name field displaysThe SMITH
FAMILY, instead of the Mr. John Smith. When two names are matched for the
same label then it is OK and shows Mr. John Smith and Ms. Mary Jones, but
when only one name is used it is displays The Smith Family. We have checked
and matched the fields correctly against the source excel spreadsheet.

Can anyone help? We think there might be a bug in the program?

 

[Charles Kenyon]

This is definitely a factor of your merge setup. Try displaying your merge
document and pressing Alt-F9 to examine field codes.
--
Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide


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This message is posted to a newsgroup. Please post replies
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from my ignorance and your wisdom.

 

[Graham Mayor]

As Charles implies, if your data source is correct, your label merge
document must contain a conditional field that inserts 'The Smith Family'
when certain conditions are met. You need to remove the condition, change
what the condition does, or create a new merge document with the fields that
you require - http://www.gmayor.com/mail_merge_labels_with_word_xp.htm

--
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Graham Mayor - Word MVP


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[Barbara at Partners]

We checked the data source and the setup several times and they are correct.
The sample display, as you match the fields, displays it correctly as Mr.
John Smith and Ms. Jane Doe, but when you go to "preview labels" it changes
it to The Smith Family- only for those that have a single name. It just seems
to automatically assume that if there is only one name field referenced (or
matched) then insert FAMILY.

We went into conditions, but it just allowed us to set up the conditions.
How do you check for any conditional fields that already may be in there? We
created a new merge document each time this problem occured, so we know we
did not establish any conditional fields ourselves.

After so many attempts, we came to the conclusion that it might be something
to do with the software, but are not sure. (Remember that it is showing the
display correctly when we are matching, but problem occurs when previewing.)

This is so frustrating and we have thousands of labels to do and are stuck
right now.

Your further insight would be highly appreciated.

 

[Doug Robbins - Word MVP]

What do you mean by "matching" in "it is showing the display correctly when
we are matching"?

What are the names of your mergefields (for exampe Title, FirstName,
LastName, etc.) and how do you have them arranged in the main document

<<Title>> <<FirstName>> <<LastName>>?

For the record that produces "The Smith Family" what is actually in the
datasource?

If you want to send me enough of the datasource that displays the problem
and your mailmerge main document, I will take a look at 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

 

[Barbara at Partners]

We go under Arranging Labels, Address Block. We check the recipients name as
"Joshua Randal Jr. and Cynthia Smith". The preview below shows it correctly.
We then check the bottom left corner box "Match Fields" and match
accordingly:

Last Name with source last name
First Name with source first name
Spouse's First Name with source spouse's first name
Spouse's Last name with source spouse's last name

The merge fields in the source document are arranged in columns:

<<Title>> <<FirstName>> <<LastName>> <<SpouseFirst>> <<SpouseLast>>

We then update all labels and do a preview. The preview shows labels
correct when both names are available, but when there is no spouse's name
(meaning someone is single and no name in that source area),it previews as
"The Randal Family." We want "Joshua Randal Jr."

Again, the data source : spouse's name (first and last) is blank for the
records that produce THE Family. Even so, you would think it would pick up
the main Last and First Name and not automatically convert it into THE FAMILY.

We were able to do this fine last year under an earlier version of Word, but
not in Word 2003.

Any help would be great!

 

[Doug Robbins - Word MVP]

Do NOT use the Address Block. Just insert the individual merge fields in
the configuration that you want them.

--
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