Mail merge problems

[weamish]

Here's what I've done so far, using Word 2007. By the way, at what point do I choose a font? Tried changing the font before starting mail merge, had no effect.



Mailings > Start Mail Merge > Step by Step Wizard

Labels > Label options > Office Depot Address 612-011 (8.5x11 page)

Select recipients > Browse > Excel 2007 file > Open

Show All > MS Excel Worksheets via DDE > Entire Spreadsheet > OK (all recipients checked)

Arrange labels > Address block > OK > Update all labels

I think this is where the problem occurs - it adds AddressBlock only to the top 3 labels and the last 2 labels on the page. All other labels still read Next Record with no AddressBlock. Am I missing something?

[macropod]

The 'Update all labels' process should propagate the setup from the first label to all others on the page. If it doesn't do so, you should still be able to copy the content from any of the populated labels and paste its content into the others (just make sure each label ends up with only one «NextRecord» field.

Two additional points:
1. DDE is old technology that has been superseded by both ODBC and its successor, OLE DB. You should only use DDE as a last resort, as it only works with the first worksheet in the workbook, and only for named ranges that names that reference the first sheet and have either workbook scope or the same scope as the sheet.
2. The Address Block often does a poor job of managing address layouts, including being unable to suppress blank lines in an address. You're generally better off inserting the required mergefields, where required, and using the available switches, etc. for controlling blanks lines, etc.

PS: Please post mailmerge questions in the mailmerge forum (to which I've moved your post).

[weamish]

Thanks Paul. Tried OLE DB but Update All Labels is still propagating to only a few of the labels, not all of them. Highlighted NextRecord AddressBlock and copy/pasted to each label, but still getting only sporadic results on preview - many of the labels have not been replaced with the actual addresses. Any ideas? Thanks! ...Steve

[macropod]

The 'Update All Labels' button has nothing to do with the connection method, so I'm not surprised changing the former had no effect on the latter.

Previews are not a reliable indicator of the final output - to see what will print, send the output to a new document.

Without actually seeing the problem mailmerge main document and source data, it can be difficult for anyone to diagnose the issue. Can you attach the document to a post with some sample data (delete anything sensitive)? You do this via the paperclip symbol on the 'Go Advanced' tab at the bottom of this screen.

[weamish]

Thanks Paul. I'm not sure how to send the output to a new document. I've attached the page with «Next Record»«AddressBlock», may not work without the spreadsheet attached?

[weamish]

Here's a sample Excel file to attach to the labels

[macropod]

The document in your attachment has no actual mergefields in it - they've all been converted to text. When I delete all the label contents, then insert a new AddressBlock field and click on 'Update Labels', the records propagate just fine. Given that your attached workbook has just the same name & address throughout, it evidently isn't just a copy of your original with the details changed for privacy, so I'm not sure how valid the results are. That said, the merge to a new document works fine.

[weamish]

Thanks Paul. When you refer to deleting the label contents, you mean all the «Next Record»«AddressBlock» fields? And then replaced them with a new «AddressBlock» field?

Attached is a jpg of what happens when I use the same list I sent you and then click Update All Labels. It propagates AddressBlock across the top row and the last two records on the page (which do not appear in the jpg). All the other records appear the same as before I clicked Update, with no AddressBlock.

[macropod]

Originally Posted by weamish

Thanks Paul. When you refer to deleting the label contents, you mean all the «Next Record»«AddressBlock» fields? And then replaced them with a new «AddressBlock» field?

Exactly, except that there were no «Next Record»«AddressBlock» fields in your attachment - what was there was mere «Next Record»«AddressBlock» text - plus four cells at the top & two at the end with your 'Bill Smith' addresses. Try the attached update - simply reconnect to your datasource as a label merge.

[weamish]

Thanks so much Paul, you're a lifesaver! I can't for the life of me figure out what I was doing wrong, particularly ending up with plain text rather than data fields. Would it be ok with you if I send along a detailed list of steps I followed, so we can maybe determine where I went wrong? ...Steve

[macropod]

Sure, though from what I can make of your document, I think the problem probably arose out of a copy/paste operation where the fields were copied then pasted as plain text.

[weamish]

Mailings > Start Mail Merge > Labels > OfficeDepot > Address 612-011 > OK

Mailings > Select Recipients > Use Existing List > Open > Sheet1 > Check box re: data headers > OK

Mailings > Address Block > OK

Mailings > Update Labels

This is where it goes off the rails - AddressBlock appears only on the top row of 3 labels and on the last 2 labels on the page. This error is confirmed in Preview Results.

Any idea what I'm doing wrong?

Thanks!

[macropod]

That process look OK. Perhaps there's a fault in your Office installation or you have a rogue 3rd-party Addin that's messing things up. Have you tried repairing the Office installation (via Start > Windows Control Panel > Programs > Programs & Features > Microsoft Office (version) > Change)?

[weamish]

Thanks Paul. I'm not running any add-ins, and MS Office diagnostics found no problems. Feels like I'm doomed. Sigh...

[macropod]

FWIW, a repair won't necessarily tell you what it may have fixed.