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MS Office Forum / Word / Mailmerge and Fax / May 2004two a5 forms on a4 paper?
Can anyone help? Am I going about this in the best way? I want to use mail-merge to fill out and print a5-sized school reports but I only have a4 paper. I've created two copies of the boiler plate text, one above the other, in the top and bottom halves of an a4 document in Word. I have used text boxes to locate the merge fields from the source excel file in the correct positions relative to the underlying boiler plate text of the upper and the lower copies of the report. Try as I might I cannot get one pupil's data in the top a5 form and the next pupil's data in the bottom one. I can only manage two copies of the same pupil's data: one in the top a5 report and the same data appearing in the bottom one too! I can't get Word to move to the next data record for the merge fields in the lower a5 copy. You would need to insert a <<Next Record>> field before the first mergefield in the second form. Alternatively, if you are using one of the later versions of Word that has the ability to print multiple pages to a single sheet of paper, you could just set it up as a single A4 form, merge to a new document and then print that document as 2 pages to a sheet. That setting is in the lower right half of the File>Print dialog.  SignaturePlease post any further questions or followup to the newsgroups for the benefit of others who may be interested. Unsolicited questions forwarded directly to me will only be answered on a paid consulting basis. Hope this helps Doug Robbins - Word MVP > Can anyone help? Am I going about this in the best way? > [quoted text clipped - 14 lines] > bottom one too! I can't get Word to move to the next data > record for the merge fields in the lower a5 copy. Thanks for the response, Doug. Re your first suggestion - There doesn't seem to be a "Next Record" field to choose in my list (I presume you go to "Insert"; "Field"). I had already tried using the "Next" field. If I do, then as soon as I try to preview the forms, I get an error message saying :- "You cannot include DATA, NEXT, NEXTIF, or SKIPIF fields in comments, headers, footers, footnotes or endnotes." I'm not "in" any of these - I'm simlpy in a text box on my page! I can use "NEXT" and it works fine if I'm not in a text box - but then I can't position my fields accurately relative to the underlying boiler plate text that makes up the form. Regards John Attwood >-----Original Message----- >You would need to insert a <<Next Record>> field before the first mergefield [quoted text clipped - 26 lines] > >. If you can't use the second method, then you will have to re-arrange the mailmerge main document so that you can put the Next Record field (from the Insert Word Fields list) outside of (before) the text box in the second form, or use a table to control the layout rather than text boxes. SignaturePlease post any further questions or followup to the newsgroups for the benefit of others who may be interested. Unsolicited questions forwarded directly to me will only be answered on a paid consulting basis. Hope this helps > Thanks for the response, Doug. > Re your first suggestion - [quoted text clipped - 68 lines] > > > >. I already tried it outside the text boxes. What happens then is, no matter where, physically, you place the "NEXT" field code relative to the text boxes, the fields in both the text boxes end up containing the same data, as I mentioned in my original mail, and the data item that is first in the data file is skipped altogether. My current best guess as to what seems to happen is :- when the main document is scanned by Word, the text layer is scanned first, and any fields found are sorted out. Then, the text boxes get looked at (and they are treated, for some reason beyond me, like headers [or some such]). That, I think, would explain why, when the "NEXT" is placed outside the text boxes, the first of the data items is skipped, wouldn't it? >-----Original Message----- >If you can't use the second method, then you will have to re-arrange the [quoted text clipped - 76 lines] > >. Don't use text boxes, use frames or table cells. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>>< Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site www.mvps.org/word <>>< ><<> ><<> <>>< ><<> <>>< <>>< > I already tried it outside the text boxes. What happens > then is, no matter where, physically, you place the "NEXT" [quoted text clipped - 90 lines] >> >> . Frames are the answer!! Well done that man! Many thanks John Attwood >-----Original Message----- >Don't use text boxes, use frames or table cells. [quoted text clipped - 95 lines] > >. |
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