Mail Merge

[Guest]

Hi,

I am using Word 2002 with the XP operating system at one computer lab and
Word 2003 with the XP operating system at another lab. When I try to do a
mail merge to create letters, using a list of recipients on an Excel
spreadsheet, I am not getting the results I expected as follows:

1. For the Address Block, I asked the Mail-Merge Wizard to set up my letters
with this formatting: Mr. Joe Becker. However, in the letter, it appeared
without the salutation with this formatting: Joe Becker. (The address, town,
state and zip appeared correctly.)

2. For the Greeting Line, I asked the Mail-Merge Wizard to set up my letters
with this formatting: Dear Mr. Becker. However, in the letter, it appeared
with this formatting: Dear Joe Becker.

Do you have any idea why this is happening and how I could fix it?

I look forward to your response. Thanks!

 

[Guest]

Hi Kath-

In the Excel file, are both first name & last name contained in a single
column? If so, that is the problem. Each item _must_ be stored in a separate
'field' (column).

HTH |:>)

 

[Guest]

Hi, CyberTaz --

Every field has its own column as follows:

Salutation
First name
Last name
Address
City
State
Zip

Since I am quite tech-savvy, I keep trying different solutions, but nothing
helps! So, help me please! Thanks.

 

[CyberTaz]

The one thing I can tell you is that the 'Mr.' is probably not showing up
because you don't have a Title field. The wizard is a little misleading, but
it can't know how to distinguish a Mr. form a Ms from a Dr. Even if that is
what you are storing in the Salutation field, that field name is not
recognized by Word for that purpose.

Have you tried 're-mapping' the fields? I can't remember the specifics, gut
it is available through the same dialog box where you choose the Mr. stuff.
Sorry I can't be more accurate, but XP & '03 do things much differently than
prior versions & I haven't used the new stuff enough to have it committed to
memory... Also I'm at home on my Mac & only have Word 2000 running in VPC,
so I can't even look it up.

Regards |:>)

 

[Graham Mayor]

Don't use the address block. It is more trouble than it is worth. Insert
the individual fields that you require.
http://www.gmayor.com/mail_merge_labels_with_word_xp.htm should help.

--
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Graham Mayor - Word MVP

My web site www.gmayor.com

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[Guest]

Found it...
In the Mail Merge Task Pane Step #4, click the Address Block link (or any of
the others). In the dialog box that opens click the Match Fields button & map
the Excel field names in the lists to the Word fields on the same row.

Regards |:>)

 

[Guest]

You guys are too awesome for words! Graham, the link you sent me to answered
my question. CyberTaz, since your answer came later, I have not tried it yet,
but I will soon and I am confident it will work.

Have a terrific weekend!

 

[lake1013]

Okay, I'm trying to merge yet again (why is the new improved verson so much
more difficult that the older versions of Word?) and the address block works
fine. I cannot, however, insert my salutation line. It is in a separate
field, but my letter are going to people with Dr. as a title, Honorable,
Congressman, Mr. and Mrs. How do I do that? I need help kind of quickly
because I am on my way to the hospital for a family member having surgery.

thanx!
renita~

 

[Graham Mayor]

It is no more difficult - merely the dialogs are slightly different. Exactly
the same procedures apply. If you have a salutation field in your attached
data source then you would simply insert the relevant merge field eg
{Mergefield Salutation}. While the addressblock field is a little more
useful in Word 2007 than earlier versions, it is still often easier to
insert the individual fields instead, to get the layout you require. If you
have not already done so, see
http://www.gmayor.com/merge_labels_with_word_2007.htm

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP

My web site www.gmayor.com

<>>< ><<> ><<> <>>< ><<> <>>< <>><<>