Hi: I'm hoping to get some help re: my inconsistent (but always unsuccessful) attempts to create Mail Merge labels in MS Office 2010.


The labels I need to create require additional text surrounding the Merge Fields, ex.: Title: <<title>> or Reproduction source: <<column K>>. I assume this is possible because people must use Mail Merge to print envelopes with fixed return addresses, or things with the words "To:" and "From:," etc.


I've created a custom layout to match the non-standard-size labels I need to print and created an Excel file with the columns of text I need to import.




When I use Mail Merge wizard, one of the following problems occurs:


1) I cannot save a template of the labels I need with the built-in text included (I've tried opening both a template and a document of the label grid, then pasting the text onto the first cell so it'll get copied into the <<Next Record>> spaces.
2) Even though there are 6 labels/page, if Mail Merge does work, it'll import text into the first label of each page, NOT consecutively into each label.
3) Lastly, I'll get everything arranged and looking OK, then click "Preview results," and all the Merge Fields disappear and NO text is imported.


Hoping this question is laid out clearly enough. I'm at a complete loss for what I'm doing wrong, grateful for any help, suggestions, etc. anyone may have; please let me know if there's more information I can provide.


Thanks.

For a label merge, you configure the first label exactly as you want, then click on the 'Update labels' button to propagate this setup to all the other labels. Then run your merge. Simple as that.

As for your custom layout, that would have to be done as a Word table, with the required number of columns & rows to more or less fill the page and with the cells positioned so the align with your label stationery (if that's what you're using).

__________________
Cheers,
Paul Edstein
[Fmr MS MVP - Word]

Thanks!
Here's a follow-up someone may be able to help with...I've created my label template and want to know whether it's possible to save a template with text interspersed between mail merge fields. For now, each time I open my label template to complete a merge, I need to repopulate the first label with text, then manually insert each mail merge field. Is it possible to save a ready-to-go template, complete with fixed text and mail merge fields, so I can regularly import new data sets in the same way?
I haven't been able to find a similar-enough question on the boards, please let me know if you have a chance to help.
Thank you.

Since you now have your mailmerge main document configured the way you want it, you have at least three options:
1. Open your mailmerge main document on an as required basis and change the data source. This means it will remain linked to the original data source (or whichever one you last saved it as being linked to) and you'll get an SQL prompt whenever you open it;
2. Open your mailmerge main document and answer 'no' to the SQL prompt. That restores it to being a normal document. Then whenever you want to do a mailmerge, simply attach the new data source, but don't save this document afterwards;
3. Make a copy of the existing workbook and give the copy a generic name (e.g. MailmergeSource.xlsx). Then make that the data source for the mailmerge main document. From then on, simply copy any workbooks you want to use to that generic name, then open the mailmerge main document; it won't care that it's really a different data source.

All of the above is predicated on the field names remaining the same in your data sources; if they differ, you'll largely have to start from scratch each time.

__________________
Cheers,
Paul Edstein
[Fmr MS MVP - Word]

This is a huge help, and makes perfect sense.

I should've completed a successful mail merge before asking that question, then the answer might've been more apparent. For now, I'm stuck with the same <<Next Record>> problem other users have reported: I'm using a six label per page set-up--when I complete the merge, the each label is repeated six times per page (instead of page 1=labels 1-6, page 2=labels 7-12, etc.).

I blame Microsoft--how come so many people are asking this exact question on every Mail Merge help message board?!

Thanks again for all your help, best--

For the record, here's what I'm looking at...

The first label is set up with 4 text boxes. I've tried to select "Update labels" so the text boxes appear in each label, I've also tried to leave it with the first label like that, and the rest only populated with <<Next Record>>.

I've gotten it to work ONCE, two weeks ago, and don't remember how on earth that happened.

Attached Images

Mail_merge_help.jpg (129.7 KB, 15 views)

Macropod, I think it was those damn text boxes. I just found an old reply you typed to EagleInFlight, similar question. Looks like taking away the boxes, adding "Next Record" to the bottom of the FIRST label, and updating will work...

You definitely shouldn't be using textboxes; they're really not compatible with a label merge. Moving their content back into the table cell, then clicking on the 'Update labels' button to propagate this setup to all the other labels should resolve the issue; Word should handle the «NextRecord» fields for you.

__________________
Cheers,
Paul Edstein
[Fmr MS MVP - Word]