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MS Office Forum / Word / Mailmerge and Fax / August 2006directory doesn't merge records w/o next record field
In creating a customized directory, Word2003 stops responding whenever I try to merge or even View Merged Data unless I have the <<Next Record>> field after the first record. Of course it then only merges every other record. How can I fix this without being restricted to Word's "Address Block"? If you are actually using a Directory type mailmerge main document, and you are actually executing the merge to a new document (which is the only possible destination) then, in that new document, you will get one set of data for each record in the data source arranged in the configuration in which you have the mergefields in the Directory type mailmerge main document. I suspect that you are not actually executing the merge. I also suggest that you turn on the display of the mailmerge toolbar by selecting Toolbars from the View menu and checking the Mailmerge item. Then use the button towards the right hand end of the toolbar to execute the merge to a new document.  SignatureHope 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 > In creating a customized directory, Word2003 stops responding whenever I > try > to merge or even View Merged Data unless I have the <<Next Record>> field > after the first record. Of course it then only merges every other record. > How can I fix this without being restricted to Word's "Address Block"? I set up the main document as a directory before entering any data, opened the data source (an Excel database), selected all recipients, inserted the merge fields (not an address block), formatted the merge fields (italic, bold, etc.), applied a picture switch to two fields (so the phone numbers would look like phone numbers), checked it for errors (there were none), and attempted to merge to a new document - all from the mail merge toolbar. But when I attempt to merge to a new document the cursor changes to an hourglass and even three hours later I still don't have a new document. If I put in the <<next record>> field, it merges every other record into a new document immediately. Does anyone know if this could be cause by a compatibility or update problem? I'm running Windows 2000 Pro and MS Office 2003. > If you are actually using a Directory type mailmerge main document, and you > are actually executing the merge to a new document (which is the only [quoted text clipped - 15 lines] > > after the first record. Of course it then only merges every other record. > > How can I fix this without being restricted to Word's "Address Block"? I have never run into that sort of problem before and would be very surprised if it is a Windows 2K/Word 2003 compatibility issue. What I would try however is to select Options form the Tools menu in Word and then on the General tab, check the "Confirm conversions at open" item. Then when you attach the data source to the mail merge main document, you will be presented with a dialog in which you can select the way in which the connection to the data source is made. Try the DDE option and see if that makes a difference. SignatureHope 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 > I set up the main document as a directory before entering any data, > opened [quoted text clipped - 36 lines] >> > record. >> > How can I fix this without being restricted to Word's "Address Block"? I found the cause of the problem! There cannot be any spaces in the merge field option "text to be inserted before" . When I edit the merge field to automatically include the text "Ph:<space>" then merge to a new document - the merge locks up Word, so I had to delete the <space>. I didn't even know there was a <space> there when I entered it! I had to start from scratch and merge to a new document every time I made any minor change to the main document, but eventually I did find that this one little invisible space was causing Word to stop responding when merging.
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