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MS Office Forum / Word / Mailmerge and Fax / July 2005Why is my merge skipping records?
This happens every once in a while and I can't figure out what the problem is. I have an Excel datasheet, all cells are filled out. I go to Word, set up my document, insert my merge fields, and insert the 'next-record' at the bottom of the page. They are right there in the merge recipients list with check marks and all the data is visible, and when I toggle to view the merged data, all records are there but when I merge to a new document or the printer, every other one isn't showing up!!! Where are they going and why?? This is making me crazy as I have to merge each individual record to the printer one at a time!!! Hi, you shouldn't usually put in a {NEXT} field. Mailmerge automatically goes to the next line of data. {NEXT} is used when you want to merge to records into one "letter". So if you don't have any fields after the additional {NEXT}, this would result in every other record being skipped. Monika. >-----Original Message----- >This happens every once in a while and I can't figure out what the problem [quoted text clipped - 7 lines] >printer one at a time!!! >. PS: {NEXT} is the same as <<Next Record>>. >-----Original Message----- >Hi, [quoted text clipped - 29 lines] >> >. Thank you...I knew it was going to be something simple like that! > Hi, > [quoted text clipped - 26 lines] > >printer one at a time!!! > >. If you're doing a letter type merge, you don't need a Next record field. In essence, Word reads a record, takes the mail merge main document and substitutes all the merge fields etc., and when it gets to the end, it moves to the next record automatically and starts processing the mail merge main document again. That'swhy, for example, if you are doing a label merge, you need a next record before each label /except/ the first one. Peter Jamieson > This happens every once in a while and I can't figure out what the problem > is. I have an Excel datasheet, all cells are filled out. I go to Word, [quoted text clipped - 9 lines] > This is making me crazy as I have to merge each individual record to the > printer one at a time!!! I am trying to merge a few pages of labels. I created the main document, and have two pages of labels, with the Next Record indicator. There are a total of 47 labels, and for some reason, when i create the document, three consecutive labels in the middle are missing. Everything is the same, the data source is all correct and the records checked. Any suggestions? > If you're doing a letter type merge, you don't need a Next record field. In > essence, Word reads a record, takes the mail merge main document and [quoted text clipped - 18 lines] > > This is making me crazy as I have to merge each individual record to the > > printer one at a time!!! Just a few thoughts: a. which version of Word? Assuming Word 2002/2003... b. are the records visible in "Edit Recipients" ? c. does the data appear when you preview? d. if you are able to add or delete records to/from your data source for test purposes, suppose you insert a record at the beginning. Are the same three records missing? Or is the first of them now visible, the last two missing, and the next record missing as well? Or what? >I am trying to merge a few pages of labels. I created the main document, >and > have two pages of labels Do you mean that your mail merge main document is a two page document? Is there a particular reason for that (normally you can get away with one unless you need to do double-sided stuff). Peter Jamieson >I am trying to merge a few pages of labels. I created the main document, >and [quoted text clipped - 34 lines] >> > the >> > printer one at a time!!! Peter: Thank you for the quick response. I am using Word 2002 SP3. All records appear in the Edit Recipients. Not sure what you mean by preview, but when I merge to a document, the records are missing. I added a "test" record to the beginning of the list, and when I merged to a document, 3 records were still missing, but the last record that was previously missing now appears, and the record immeidately before the one that was previously missing is now missing. By the way, this same problem happens whether I use a word document as the data source, or, as I tried yesterday, exported it to an excel spreadsheet and use that as the source. Any more thoughts? > Just a few thoughts: > a. which version of Word? Assuming Word 2002/2003... [quoted text clipped - 53 lines] > >> > the > >> > printer one at a time!!! Following your tests I'd suggest something is wrong with the Mail Merge main Document's formatting rather than the problem being in the data source. I take it you can see all the field codes in all the cells (prior to merging), even if you use ctrl-A to select the document and F9 to re-execute the fields? If you merge to an output document then check Word Tools|Options|View|All, does anything re-appear? If so, do your merge fields have \*mergeformat switches in them (use Alt-F9 to look. If so, I'd suggest that for now you use Find/Replace to replace these switches by nothing, and try again. Peter Jamieson > Peter: Thank you for the quick response. > [quoted text clipped - 81 lines] >> >> > the >> >> > printer one at a time!!! Are you saying that the mailmerge main document consists of two pages? There should only be one page to the document and there should not be a Next Record indicator in the first label on the page.  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 am trying to merge a few pages of labels. I created the main document, >and [quoted text clipped - 34 lines] >> > the >> > printer one at a time!!!
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