Printing mail merge labels - page layout problems

[bboynton]

Can anyone help resolve the following problem?
Using Word 2000 [9.0], I have successfully followed the prescribed M
procedure to Create Labels by opening an existing excel file wit
appropriate name and address fields. I use the option to suppres
blank fields since addresses vary in length.
The merge process works Ok and displays exactly what I want in pag
layout terms. [I have selected Avery 7160 which is 7 labels x
columns.]
The problem arises when I print to my HP LaserJet 6P. The layou
changes and the addresses move up the page several lines, thus movin
out of alignment with the labels. If I manually intervene and move th
address text down with carriage returns, then some address lines ar
lost. Is this a WORD problem or a printer problem?

Thanks

Bilb

 

[Cindy M -WordMVP-]

Hi Bboynton,

I'd say it's a printer problem, but I've also heard of problems that
stem from the Avery Wizard that actually sets up these kinds of labels.
Does this happen when you merge directly to the printer? How about if you
merge to a new document, then print that?

Can anyone help resolve the following problem?
Using Word 2000 [9.0], I have successfully followed the prescribed MS
procedure to Create Labels by opening an existing excel file with
appropriate name and address fields. I use the option to suppress
blank fields since addresses vary in length.
The merge process works Ok and displays exactly what I want in page
layout terms. [I have selected Avery 7160 which is 7 labels x 3
columns.]
The problem arises when I print to my HP LaserJet 6P. The layout
changes and the addresses move up the page several lines, thus moving
out of alignment with the labels. If I manually intervene and move the
address text down with carriage returns, then some address lines are
lost. Is this a WORD problem or a printer problem?

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
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[bboynton]

Hi Cindy

The problem arises after the following:
1 Tools/Mailmerge/Create/Mailing Labels/Active Window
2 Get Data/Open Datasource [using excel file with row 1 of field
names]/Entire Spreadsheet/Set Up Main Document
3 choose Label Option/Insert Merge fields/Merge/All records

which creates required set of labels displayed on Word document exactly
as required.
The failure then occurs after File/Print in Word when the document is
printed by the LaserJet 6P. The same failure occurs whether I create a
custom label and when I choose an Avery label option from the dialog
box.

If this is a printer problem, can anyone suggest the best way to test
for and correct this?

Thanks

Bill

 

[Tricia Hemmings]

I am having the same problem as the one below has anyone resolved it yet
----- bboynton wrote: -----


Can anyone help resolve the following problem?
Using Word 2000 [9.0], I have successfully followed the prescribed MS
procedure to Create Labels by opening an existing excel file with
appropriate name and address fields. I use the option to suppress
blank fields since addresses vary in length.
The merge process works Ok and displays exactly what I want in page
layout terms. [I have selected Avery 7160 which is 7 labels x 3
columns.]
The problem arises when I print to my HP LaserJet 6P. The layout
changes and the addresses move up the page several lines, thus moving
out of alignment with the labels. If I manually intervene and move the
address text down with carriage returns, then some address lines are
lost. Is this a WORD problem or a printer problem?

Thanks

Bilbo

 

[Cindy M -WordMVP-]

Hi Bboynton,

The problem arises after the following:
1 Tools/Mailmerge/Create/Mailing Labels/Active Window
2 Get Data/Open Datasource [using excel file with row 1 of field
names]/Entire Spreadsheet/Set Up Main Document
3 choose Label Option/Insert Merge fields/Merge/All records

which creates required set of labels displayed on Word document exactly
as required.
The failure then occurs after File/Print in Word when the document is
printed by the LaserJet 6P. The same failure occurs whether I create a
custom label and when I choose an Avery label option from the dialog
box.

If this is a printer problem, can anyone suggest the best way to test
for and correct this?

Well, to test you can try setting up another printer in Windows that's
very "generic". HP Laserjet III is usually a good choice (your LJ 6
should be able to "understand" that). And sending a file to someone with
a totally different printer would be another test.

The only "correction" - besides using another printer (driver) that
works, such as HP LJ II, is to get an updated driver from the
manufacturer.

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

 

[bboynton]

Thanks.

I used the web for detailed instructions for updating of printe
drivers and found hp's latest for this printer. After applying thi
correctly, the problem has disappeared.

I appreciate your help.

Bil

 

[Cindy M -WordMVP-]

Hi Bboynton,

I used the web for detailed instructions for updating of printer
drivers and found hp's latest for this printer. After applying this
correctly, the problem has disappeared.

thank you very much for letting me know this helped! I'll feel more
confident when answering the next question along these lines, since
printers aren't exactly my strong point

Cindy Meister