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MS Office Forum / Word / Mailmerge and Fax / August 2005Please help with file labels
I am a previous WP user, and so I have some bad(!) habits. I have never used Mail Merge, but everyone keeps telling me that in Word I shouldn't enter my data directly into labels, but should do a merge from a data table. I have constructed a Word document that contains a Word 4x4 table. (The table will get bigger once I understand this.) Within each cell, the data is centered and top aligned. Some cells have one row of data, some two rows. I need to print the data on Avery #5267 labels (which I found in the Envelopes and Labels dialogue box. Now, however, I am lost. How do I tell Word to take my table and merge it into labels? I know I'm asking a huge question, so I will be very appreciative of any help you can offer. (I've tried Word's online Help menu and I'm either looking in the worng place, or I just can't understand what it is telling me to do.) Thanks.  SignatureJim Your first mistake, Jim: >>>Some cells have one row of data, some two rows. Don't do that. If you have 2 rows in some cells, then make an extra column. For instance, if you have 2-line addresses, put the 2nd line in a column titled Address2. Get your data right before you begin: Row 1 is headings only Row 2 is your first label's data Row 3 is your second label's data, and so on... Always, always, always provide a version when you ask a questions. It saves all of us some time. If you are using Word 2000 or less, here's mail merge: http://www.theofficeexperts.com/word.htm#MailMerge If you are using 2002 or 2003, then here's mail merge: http://www.officearticles.com/word/mail_merge_labels_in_microsoft_word.htm Good luck!! ******************* ~Anne Troy www.OfficeArticles.com > I am a previous WP user, and so I have some bad(!) habits. I have never used > Mail Merge, but everyone keeps telling me that in Word I shouldn't enter my [quoted text clipped - 11 lines] > just can't understand what it is telling me to do.) > Thanks. Thanks Anne. I apologize for not telling you my version. I know how important that is, and I always include the information, but forgot this time. Anyhow, I am presently using Office 2000, but I have ordered Office 2003 and UPS should deliver it by the middle of the coming week. Nonetheless, the information you provided has already helped my understanding. I will rework my database per your instructions, then go to the website you provided and see how I get along. I may be back with another question if I get too confused. Thanks again for the help. p.s. I probably will wait until I am using 2003, as it sounds like there is a considerable difference in how the Mial Merge is done in the new version. SignatureJim > Your first mistake, Jim: > >>>Some cells have one row of data, some two rows. [quoted text clipped - 40 lines] > > just can't understand what it is telling me to do.) > > Thanks. Yes, Jim, there is. But I run BOTH versions and use 2000 whenever I can because pretty much everyone hates 2002 and up when it comes to mail merge. ******************* ~Anne Troy www.OfficeArticles.com > Thanks Anne. > [quoted text clipped - 30 lines] > > > > If you are using 2002 or 2003, then here's mail merge: http://www.officearticles.com/word/mail_merge_labels_in_microsoft_word.htm > > Good luck!! > > ******************* [quoted text clipped - 21 lines] > > > just can't understand what it is telling me to do.) > > > Thanks. Anne: I know this is off subject for this forum, but I am wondering about your comment concerning the different versions of Word. Since I have Word as part of Office 2000, when I install Office 2003 is there any way for me to keep Word 2000 on my hard drive so both versions are available? I assume I would have to extract the Word files separate from the rest of the Office suite upon installation, but am not sure if that's possible. Thanks for your help. SignatureJim > Yes, Jim, there is. But I run BOTH versions and use 2000 whenever I can > because pretty much everyone hates 2002 and up when it comes to mail merge. [quoted text clipped - 80 lines] > > > > just can't understand what it is telling me to do.) > > > > Thanks. You bet. And as a matter of fact, I encourage it. And it's not "too" off-topic! Follow the directions here: http://www.officearticles.com/misc/best_install_procedures_for_microsoft_office.htm (I have lots of Office answers there--tons of the commonly asked questions--you might want to do a search before you bother posting and waiting.) Hope it helps, Jim! ******************* ~Anne Troy www.OfficeArticles.com > Anne: I know this is off subject for this forum, but I am wondering about > your comment concerning the different versions of Word. [quoted text clipped - 54 lines] > > > > > > > > If you are using 2002 or 2003, then here's mail merge: http://www.officearticles.com/word/mail_merge_labels_in_microsoft_word.htm > > > > Good luck!! > > > > ******************* [quoted text clipped - 30 lines] > > > > > just can't understand what it is telling me to do.) > > > > > Thanks. Unlike Anne, I don't encourage it. There are differences between the mail merge options and 2000 was easier to use, but all is not lost. http://www.gmayor.com/mail_merge_labels_with_word_xp.htm will have you working with 2003 more or less the same as before. The only reason I can see for having both versions is if you are providing support for both versions of Word - and even then I personally would isolate them from one another by using separate operating systems for at the very least the each version will attempt to alter the registry to accommodate its own file associations. However, as Anne indicates running both is possible. The more pertinent question might be whether there is sufficient extra in Word 2003 for your requirements to justify the upgrade. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Anne: I know this is off subject for this forum, but I am wondering > about your comment concerning the different versions of Word. [quoted text clipped - 81 lines] >>>>> -- >>>>> Jim Too late, I figure. He already ordered it. I'd have said the same. Also, when I switch from one version to the other, I get the message about "configuring...", which I just cancel out of (and it works without any problems, tho it indicates it might not) unless I'm working on a big project, then I let it configure the version, just in case. :) ******************* ~Anne Troy www.OfficeArticles.com > Unlike Anne, I don't encourage it. There are differences between the mail > merge options and 2000 was easier to use, but all is not lost. [quoted text clipped - 65 lines] > >>>> > >>>> If you are using 2002 or 2003, then here's mail merge: http://www.officearticles.com/word/mail_merge_labels_in_microsoft_word.htm > >>>> Good luck!! > >>>> ******************* [quoted text clipped - 22 lines] > >>>>> -- > >>>>> Jim See the article "How to create a Mail Merge" at: http://word.mvps.org/FAQs/MailMerge/CreateAMailMerge.htm and "Creating a Mail Merge Data Source" at: http://word.mvps.org/FAQs/MailMerge/CreateADataSource.htm and, if you are using XP of later, just as well to see the article "Mailmerge Labels with Word XP" on fellow MVP Graham Mayor's website at http://www.gmayor.com/mail_merge_labels_with_word_xp.htm 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 a previous WP user, and so I have some bad(!) habits. I have never >used [quoted text clipped - 15 lines] > just can't understand what it is telling me to do.) > Thanks. |
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