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MS Office Forum / Word / Mailmerge and Fax / April 2007data not merging into labels. Just get 'next record' format
I have tried to create labels using data from an Excel spreadsheet, Word table and adding them during Wizard. In each case the contacts fail to merge, I just get a document with 'next record' at all but first label It sounds to me like you have something like this (I'm showing one line below per label): <name> <next record> <next record> <next record> When you really need this (one line per label): <name> <next record><name> <next record><name> <next record><name> All your labels should be the same EXCEPT the first label, which should NOT have a "next record" field. See the graphic here: http://www.officearticles.com/word/troubleshoot_mail_merge_results_in_microsoft_ word.htm ************ Hope it helps! Anne Troy www.OfficeArticles.com Check out the NEWsgroup stats! Check out: www.ExcelUserConference.com >I have tried to create labels using data from an Excel spreadsheet, Word > table and adding them during Wizard. In each case the contacts fail to > merge, > I just get a document with 'next record' at all but first label See http://www.gmayor.com/mail_merge_labels_with_word_xp.htm  Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > I have tried to create labels using data from an Excel spreadsheet, > Word table and adding them during Wizard. In each case the contacts > fail to merge, I just get a document with 'next record' at all but > first label you need to press Propegate Labels tool (if you're on 2002 onwards). Then the labels will all complete and you can then Merge. > I have tried to create labels using data from an Excel spreadsheet, Word > table and adding them during Wizard. In each case the contacts fail to merge, > I just get a document with 'next record' at all but first label Dear GrannieAnnie, I have had the same problem and wondered if you solved it. I am using Word 2003 and have a simple list of files in Excel. Everything looks fine up to step 3 then I end up with blank labels, even though the mail merge recipients dialog box shows my list it does not merge it. What was the answer, because the replies you got did not help me. Signatureizzie > I have tried to create labels using data from an Excel spreadsheet, Word > table and adding them during Wizard. In each case the contacts fail to merge, > I just get a document with 'next record' at all but first label You have to tell Word what you want in the labels. It doesn't try to guess. I'd suggest you visit Graham Mayor's pages at http://www.gmayor.com/mail_merge_labels_with_word_xp.htm and start about half way down where it says "Insert Fields". Peter Jamieson > Dear GrannieAnnie, I have had the same problem and wondered if you solved > it. [quoted text clipped - 9 lines] >> merge, >> I just get a document with 'next record' at all but first label Thanks for the reply Peter. I guess I should have said that the step of inserting the <<next field>> was completed, and I see the recipient list which has all the names and they are all checked off, but when I get to the step of preview the labels the labels go blank and the next record disappears; nothing merges. I did visit the website you recommended and even followed the steps to "Apply formatting to fields in Word" Confirm conversion at open, but that didn't help. Signatureizzie > You have to tell Word what you want in the labels. It doesn't try to guess. > I'd suggest you visit Graham Mayor's pages at [quoted text clipped - 16 lines] > >> merge, > >> I just get a document with 'next record' at all but first label Can you tell us what fields you have put in your label layout? (Sorry, I'm probably going to have to break off at this point as it's very late here - should be able to resume in the morning, UK time) Peter Jamieson > Thanks for the reply Peter. I guess I should have said that the step of > inserting the <<next field>> was completed, and I see the recipient list [quoted text clipped - 33 lines] >> >> merge, >> >> I just get a document with 'next record' at all but first label I guess it is late if you are in UK.... I will also be signing off now but it's only 10 pm here. I'm sorry but I am confused about the fields in my label layout, wizard put <<next field>> in each of the labels except the first and I thought that was all that was needed. I found this so much easier with the previous version of Word and I was able to do it last year. To be honest, I can't see what is wrong. Thanks for your time. Signatureizzie > Can you tell us what fields you have put in your label layout? > [quoted text clipped - 39 lines] > >> >> merge, > >> >> I just get a document with 'next record' at all but first label Hi izzie, No, you have to do a bit more than that. You can follow Graham's page step-by-step starting from where I suggested, or maybe the following different description will help a bit... In Word 2003 it can help to enable the MailMerge toolbar (use Tools|Customize and check the relevant box). Experiemnt first: a. Click in the first cell, then click the 6th button from the left (the one just before "Insert Word Field|") on the toolbar. You should see a dropdown list of fields from your excel sheet. Make sure the Database Fields radio button is selected (it is by default), then select the first field you want in your label and click Insert. b. Then use the propagate labels button (it's about 4 buttons after the Insert Word Field button) to copy the content of the first label into the other labels. c. Then click the send to document button (it looks a bit like a blank piece of paper). In the experiment choose a small number of records (say, slightly more than there are on a page). Word should create a new document which you can edit if necessary and/or print. However, you've only inserted one field in (a) so you need to go back and insert the other ones you need. It's not completely straightforward, but I think you should refer to Graham's page (the one I gave earlier) at that point. /You/ may find that iinstead of inserting these individual fields, you can insert an ADDRESSBLOCK field. However, many people find that it causes even more problems for them. Graham's site has other pages you may find useful. When you get to the point where you are producing the output you need, make sure you save your mail merge main document (the one with all those fields in it, not the output document with the results) so that you can re-use it. Peter Jamieson >I guess it is late if you are in UK.... I will also be signing off now but > it's only 10 pm here. I'm sorry but I am confused about the fields in my [quoted text clipped - 53 lines] >> >> >> merge, >> >> >> I just get a document with 'next record' at all but first label Peter, thank you for the help. Problem solved. I should be OK now. Signatureizzie > Hi izzie, > [quoted text clipped - 95 lines] > >> >> >> merge, > >> >> >> I just get a document with 'next record' at all but first label The steps that you must follow have not really changed. You always had to insert the merge fields into the first label on the sheet and then replicate the set up of that label to the other labels. 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 guess it is late if you are in UK.... I will also be signing off now but > it's only 10 pm here. I'm sorry but I am confused about the fields in my [quoted text clipped - 53 lines] >> >> >> merge, >> >> >> I just get a document with 'next record' at all but first label Thank you, problem solved. Very helpful. Signatureizzie > The steps that you must follow have not really changed. You always had to > insert the merge fields into the first label on the sheet and then replicate [quoted text clipped - 57 lines] > >> >> >> merge, > >> >> >> I just get a document with 'next record' at all but first label |
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