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Old 04-18-2013, 03:42 AM
dazwm dazwm is offline Windows XP Office 2007
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Default Help With Printing Mail Merge


I use an excel database to print labels through mail merge. I have a template that has a little image for each label and inserts the data from the excel file. The problem I have is that when I go to print it prints several dozen sheets instead of the amount I need. I think that this is because there are formulas within the excel cells, so even if there is no visible data it is printing all the labels with just the image. What can I do about this please?
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Old 04-18-2013, 08:25 AM
dazwm dazwm is offline Windows XP Office 2007
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Any ideas please?
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Old 04-19-2013, 03:17 AM
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macropod macropod is offline Windows 7 64bit Office 2010 32bit
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In Excel, press Ctrl-End to go to the last active cell. If that is beyond your last data row, delete entirely all rows below your last data row.
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Old 04-19-2013, 03:24 AM
dazwm dazwm is offline Windows XP Office 2007
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Thanks for your reply. Is that the only way around it because I really need to keep the formulas within the cells.
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Old 04-19-2013, 03:39 AM
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macropod macropod is offline Windows 7 64bit Office 2010 32bit
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In that case, when you tell Word to Finish the merge, tell it what record # to end at (this will be 1 less than the last used row's #). Alternatively, you could use a SKIPIF field to tell Word to ignore any rows for which a given field is empty. Do note that the second solution could result in the merges taking much longer than the first one, as each record still has to be evaluated.
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Old 04-19-2013, 04:33 AM
dazwm dazwm is offline Windows XP Office 2007
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Quote:
Originally Posted by macropod View Post
In that case, when you tell Word to Finish the merge, tell it what record # to end at (this will be 1 less than the last used row's #). Alternatively, you could use a SKIPIF field to tell Word to ignore any rows for which a given field is empty. Do note that the second solution could result in the merges taking much longer than the first one, as each record still has to be evaluated.
How do I do either of these please? (Word 2007, Excel 2010).
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Old 04-19-2013, 05:15 PM
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The first one is available from the 'Merge to New Document' popup that appaears when you click 'Finish and Merge>Edit Individual Documents'.

The second one can be created via the Rules dropdown on the Ribbon's Mailings tab. Having inserted that field, you insert the relevant mergefield name and the 'skip' condition (eg:{SKIPIF«myField» = ""}). Without knowing more about your data fields and what they actually contain when you don't want them to be output, I can't be more specific than that.

Note: The field brace pairs (ie '{ }') for the above example are created in the body of the document via the Rules dropodown or via Ctrl-F9 - you can't simply type them or copy & paste them from this message. Likewise, you can't type or copy & paste the chevrons (ie '« »') - they're part of the actual mergefields, which you can insert via 'Insert Merge Field'.
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