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MS Office Forum / Word / Mailmerge and Fax / December 2003Skipping a Record When Merging and an Extra Page Using the Merge to New Document Button
I have two problems I have not been able to figure out The first is, when I merge into a Word document, one record is not pulled into the merge. There are two identical records in Access, where my data is stored, except for the contact person. It pulls one, but not the other My second question is how do you avoid getting a blank sheet in between each page of a merged document when using the Merge to New Document button? I do not get this extra page when using the mail merge wizard Thank you for your help Hi =?Utf-8?B?SmFuZXQgS2xlcg==?=, Which version of Word are we discussing? > The first is, when I merge into a Word document, one record is not pulled into the merge. There are two identical records in Access, where my data is stored, except for the contact person. It pulls one, but not the other. > Look at the Access query result (dynaset). Are both records visible there? > My second question is how do you avoid getting a blank sheet in between each page of a merged document when using the Merge to New Document button? I do not get this extra page when using the mail merge wizard. Do you have the display of non-printing characters turned on? What characters do you see on this blank page? And what's the type of section break at the end of each record's result? How does this compare with the "good" result? 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 :-) I am using Microsoft Word 2002 (XP). ----- Cindy M -WordMVP- wrote: ----- Hi =?Utf-8?B?SmFuZXQgS2xlcg==?=, Which version of Word are we discussing? > The first is, when I merge into a Word document, one record is not pulled into the merge. There are two identical records in Access, where my data is stored, except for the contact person. It pulls one, but not the other. > Look at the Access query result (dynaset). Are both records visible there? > My second question is how do you avoid getting a blank sheet in between each page of a merged document when using the Merge to New Document button? I do not get this extra page when using the mail merge wizard. > Do you have the display of non-printing characters turned on? What characters do you see on this blank page? And what's the type of section break at the end of each record's result? How does this compare with the "good" result? 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 :-) Hi =?Utf-8?B?SmFuZXQgS2xlcg==?=, Lovely. And how about answers to my other questions? > I am using Microsoft Word 2002 (XP). > [quoted text clipped - 17 lines] > do you see on this blank page? And what's the type of section break at the end > of each record's result? How does this compare with the "good" result? 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 :-) I'm so sorry. This is my first time doing this, and when I saw my question under your answer, I didn't realize there were more questions following I did not pull data from an Access query for the results. I used the mail merge wizard in Word and used the Access database for "select the recipients". The merged result shows the company once instead of twice. In "select the recipients", it shows the company checked twice (for the two different names. The merged sheet shows two hard returns between some records and a hard return and a bent arrow pointing to the left between other records. There are no blank pages, just one record after another. At the end of my merge fields (city, state, etc.), I have a "Next Record" field Thank you so much for answering. I was so hoping someone would ----- Cindy M -WordMVP- wrote: ---- Hi =?Utf-8?B?SmFuZXQgS2xlcg==?=, Lovely. And how about answers to my other questions > I am using Microsoft Word 2002 (XP) >> ----- Cindy M -WordMVP- wrote: ---- >> Hi =?Utf-8?B?SmFuZXQgS2xlcg==?=, >> Which version of Word are we discussing >>> The first is, when I merge into a Word document, one record is not pulled > into the merge. There are two identical records in Access, where my data is > stored, except for the contact person. It pulls one, but not the other >>> Look at the Access query result (dynaset). Are both records visible there >>> My second question is how do you avoid getting a blank sheet in between each > page of a merged document when using the Merge to New Document button? I do > not get this extra page when using the mail merge wizard >>> Do you have the display of non-printing characters turned on? What characters > do you see on this blank page? And what's the type of section break at the end > of each record's result? How does this compare with the "good" result Cindy Meiste INTER-Solutions, Switzerlan http://homepage.swissonline.ch/cindymeister (last update Sep 30 2003 http://www.mvps.org/wor This reply is posted in the Newsgroup; please post any follow question or reply in the newsgroup and not by e-mail :- Hi =?Utf-8?B?SmFuZXQgS2xlcg==?=, I'm still having difficulties envisioning what you're seeing... > I did not pull data from an Access query for the results. I used the mail merge wizard in Word and used the Access database for "select the recipients". The merged result shows the company once instead of twice. In "select the recipients", it shows the company checked twice (for the two different names.) Let me try rephrasing this question: Have you linked to a query in Access, or directly to a table? Or is it even possible that the data in Access is linked in from another source, such as SQL server? How many records are listed in the Recipients dialog box (I'm trying to get a feel for the type of mail merge you're doing)? > The merged sheet shows two hard returns between some records and a hard return and a bent arrow pointing to the left between other records. There are no blank pages, just one record after another. At the end of my merge fields (city, state, etc.), I have a "Next Record" field. And this really confuses me. In the original question, you asked about avoiding blank sheets. Now you say there aren't any. What kind of merge document type did you choose? Letters, labels or directory? What kind of end result are you actually aiming for? Why are you inserting NextRecord fields into your data? I'm guessing this is why you sometimes get NewLine and other times hard returns after a record... <<My second question is how do you avoid getting a blank sheet in between each page of a merged document when using the Merge to New Document button? I do not get this extra page when using the mail merge wizard.>> 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 :-) Cindy - not sure what happened, but I answered your last reply and in checking back, it is not here. It was actually a long reply and since so much time has passed, I will conclude with I've since used another method to correct my label problem, and actually figured out why I was getting the extra page using the Merge to New Document Button (this was a separate problem, not related to my first question). It turned out it was a bad code in the document I tried using the button for the first time-I thought it had something to do with the button default that gave me the extra page. I am so appreciative that you took the time to try helping me. There was no one else here at work to help me, and it was great finding this website. Thank you again ----- Cindy M -WordMVP- wrote: ---- Hi =?Utf-8?B?SmFuZXQgS2xlcg==?=, I'm still having difficulties envisioning what you're seeing.. > I did not pull data from an Access query for the results. I used the mail merge wizard in Word and used the Access database for "select the recipients". The merged result shows the company once instead of twice. In "select the recipients", it shows the company checked twice (for the two different names. Let me try rephrasing this question: Have you linked to a query in Access, or directly to a table? Or is it even possible that the data in Access is linked in from another source, such as SQL server How many records are listed in the Recipients dialog box (I'm trying to get a feel for the type of mail merge you're doing) > The merged sheet shows two hard returns between some records and a hard return and a bent arrow pointing to the left between other records. There are no blank pages, just one record after another. At the end of my merge fields (city, state, etc.), I have a "Next Record" field And this really confuses me. In the original question, you asked about avoiding blank sheets. Now you say there aren't any What kind of merge document type did you choose? Letters, labels or directory? What kind of end result are you actually aiming for Why are you inserting NextRecord fields into your data? I'm guessing this is why you sometimes get NewLine and other times hard returns after a record.. <<My second question is how do you avoid getting a blank sheet in between each page of a merged document when using the Merge to New Document button? I do not get this extra page when using the mail merge wizard.> Cindy Meiste INTER-Solutions, Switzerlan http://homepage.swissonline.ch/cindymeister (last update Sep 30 2003 http://www.mvps.org/wor This reply is posted in the Newsgroup; please post any follow question or reply in the newsgroup and not by e-mail :- Hi =?Utf-8?B?SmFuZXQgS2xlcg==?=, > not sure what happened, but I answered your last reply and in checking back, it is not here. It was actually a long reply and since so much time has passed, I will conclude with I've since used another method to correct my label problem Odd... No, I didn't see any other reply, either. But I'm glad to know you finally got everything straightened out :-) Cindy Meister |
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