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MS Office Forum / Word / Mailmerge and Fax / January 2006Choosing a different set of recipients
When I use the select recipients feature in the mail-merge in Word 2003, I can't select a different set of recipients after I have finished with the first set. The arrow at the top of the field I have chosen that turns blue when a subset has been selected goes grey after I have mailmerged. How do I select an alternative subset ofpeople? For example; I may have merged a class set of names for one teaching group and now I want to produce a different teaching set from the same year group of pupils thanks Liz Are you using the recipients button on the mergte toolbar or trying to steer through the tortuous merge wizard? You may find http://www.gmayor.com/mail_merge_labels_with_word_xp.htm useful. You should be able to change the recipients list at will from the toolbar.  Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > When I use the select recipients feature in the mail-merge in Word > 2003, I can't select a different set of recipients after I have [quoted text clipped - 9 lines] > > Liz > Are you using the recipients button on the mergte toolbar or trying to > steer through the tortuous merge wizard? You may find > http://www.gmayor.com/mail_merge_labels_with_word_xp.htm useful. You > should be able to change the recipients list at will from the toolbar. I am using the recipients button on the merge toolbar. Thanks for the link but it doesn't seem to work for me. It leads to a 'page cannot be displayed' message. Liz Try it again. I updated the page recently and it may have been temporarily down. You can get this page in PDF format from my downloads page. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> >> Are you using the recipients button on the mergte toolbar or trying >> to steer through the tortuous merge wizard? You may find [quoted text clipped - 8 lines] > > Liz Hi Graham I read your article (and bookmarked your very useful site for further reading later) but as it doesn't cover choosing recipients, it didn't give me any clues as to what is going wrong. I have a data file in Excel and want to send a personalised memo to my students using the data in Excel. I need to print them out a class at a time to make distribution easier. As I mentioned before, having chosen one group, I cannot then get back all the recipients in order to choose a different group. The only way I cando that is to reload the data file but that is a nuisance. Still lost. Liz > Try it again. I updated the page recently and it may have been temporarily > down. You can get this page in PDF format from my downloads page. [quoted text clipped - 11 lines] > > > > Liz When you go back into the Recipients dialog box, is it definitely the blue arrow that's been greyed, or the All option that appears when you click it? (I haven't been able to reproduce the "Blue arrow goes grey" behaviour here so far). Are you able to click any of the columns and see any of the drop-down options? If so, can you get into the "Advanced..." option and clear out any filtering in there? Peter Jamieson > Hi Graham > [quoted text clipped - 32 lines] >> > >> > Liz I have not been able to reproduce the problem either which suggests that there may be a minor corruption in either the data file or the merge document. See also http://www.gmayor.com/what_to_do_when_word_crashes.htm I would be inclined to merge all the records into a one row table containing all the fields and set the document type to catalog/directory then merge to a new document. Add a field title row to the table and use that as a merge source. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > When you go back into the Recipients dialog box, is it definitely the > blue arrow that's been greyed, or the All option that appears when [quoted text clipped - 50 lines] >>>> >>>> Liz I would agree about the corruption problem if it were just this one file it was happening with. But I have a class full of Year 11 pupils who are also trying to do this. For some it works, and for some it doesn't. All are on the same network using the same software. There must be something slightly different about the way in which they are setting up the merge but I can't identifiy it. Thanks for all the help anyway, your time is appreciated Liz >I have not been able to reproduce the problem either which suggests that >there may be a minor corruption in either the data file or the merge [quoted text clipped - 58 lines] >>>>> >>>>> Liz Are the students sharing the same files/templates? Sharing a data file could be the cause. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > I would agree about the corruption problem if it were just this one > file it was happening with. But I have a class full of Year 11 [quoted text clipped - 77 lines] >>>>>> >>>>>> Liz No, the students have their own templates etc. Someone on the teachers ng suggested that we might be producing a data list by mistake rather than filtering. I am not near my 2003 version at the moment but I will investigate that. Is it easy to do a data list by mistake? Liz > Are the students sharing the same files/templates? Sharing a data file > could be the cause. [quoted text clipped - 80 lines] >>>>>>> >>>>>>> Liz Yes, it is definitely the blue arrow that has been greyed. The one at the top of the column that was used to filter. When I click on the arrow, All is an option but choosing it just results in the few records that I have just used. Choosing Clear doesn't do anything and neither does advanced. The system does not seem to think that there has been any selection. It is as if the database only has those records once I have selected the filter. Liz > When you go back into the Recipients dialog box, is it definitely the blue > arrow that's been greyed, or the All option that appears when you click [quoted text clipped - 45 lines] >>> > >>> > Liz |
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