Mail Merge Field Problem

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Bob Carlton - 01 Apr 2005 08:05 GMT

The number of merge fields seems to vary. I need five merge fields, and
sometimes only 3 are available. If I go to a different excel document to
import, there may or may not be five fields available. How do I set word so
that I have more merge fields available all the time.

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bob carlton

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Peter Jamieson - 01 Apr 2005 08:17 GMT

Word just goes on the merge fields in the data source, which may vary as you
have noticed. But it isn't clear why you need Word always to find 5 - what
is it about your use of merge that requires it? If you need 5 fields it
sounds as if you might be trying to merge from sources that are not suitable
for your needs.

Peter Jamieson

Peter Jamieson

> The number of merge fields seems to vary. I need five merge fields, and
> sometimes only 3 are available. If I go to a different excel document to
> import, there may or may not be five fields available. How do I set word
> so
> that I have more merge fields available all the time.

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Bob Carlton - 01 Apr 2005 08:27 GMT

I have five columns in my Excel spreadsheet. Business name, owner, P.O. Box,
Street address, and City, State, zip code. And I need to import all of them
to my mailing labels. All my Excel sheets are set up the same way. But,
when I go to import the spreadsheet into mail merge, even if I select the
entire spreadsheet, sometimes it only allows 3 merge fields. I have tried
everything I can think of, but the problem pops up in 2 of my 4 spreadsheets.

> The number of merge fields seems to vary. I need five merge fields, and
> sometimes only 3 are available. If I go to a different excel document to
> import, there may or may not be five fields available. How do I set word so
> that I have more merge fields available all the time.

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Peter Jamieson - 01 Apr 2005 08:32 GMT

Can you please try exporting the Excel data from one of the "non-working"
sheets and re-importing into a completely new sheet?

Do you have any hidden columns in the non-working sheets?

Peter Jamieson

>I have five columns in my Excel spreadsheet. Business name, owner, P.O.
>Box,
[quoted text clipped - 11 lines]
>> so
>> that I have more merge fields available all the time.

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Bob Carlton - 01 Apr 2005 09:07 GMT

I tried what you suggested. This time I used the named fields in Excel, and
I got four merge fields. Ususally I just tell it entire spreadsheet. Still
need five because the City, State, zip didn't come across.
I have no hidden columns in my worksheets.

> Can you please try exporting the Excel data from one of the "non-working"
> sheets and re-importing into a completely new sheet?
[quoted text clipped - 17 lines]
> >> so
> >> that I have more merge fields available all the time.

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Bob Carlton - 01 Apr 2005 09:37 GMT

I believe I've fixed the problem. In Excel, just make sure the first row has
no blanks in it. I use five columns, but sometimes maybe there will be a
blank because of no P.O. Box, or perhaps no owner name, just a business name.
And, other times I will have all five. Business name, owner name, P.O. Box,
Street Address, and City, State, Zipcode. When Word sets up the merge
fields, it evidently detects a blank cell, and reduces the fields as such.
Quite an exercise in futility for a re-printed/corrected mailing label list,
but at least now it appears to work.

> I tried what you suggested. This time I used the named fields in Excel, and
> I got four merge fields. Ususally I just tell it entire spreadsheet. Still
[quoted text clipped - 22 lines]
> > >> so
> > >> that I have more merge fields available all the time.

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