Outlook/mail merge for labels

  Cara2 12:21 22 Nov 2011
Locked

Am following step by step wizard, starting from Word 2007, using Mail Merge wizard and data from my Contacts list.

Can follow steps, but must be omitting a stage as when I merge as the pages are blank.

Anything obvious spring to mind? I am really irritated with myself repeating the process but ending up with a blank page!

  Cara2 13:05 22 Nov 2011

Previous to 'update labels' I have two lines of data, 2nd line is home address. At this point the full name and address is not shown.

Then I press 'update lables' - label reverts to one line of data.

Preview lables shows no data at all?

  Cara2 13:45 22 Nov 2011

Yes, have selected contact folder. At this stage all contacts are displayed and I choose a field to include. The full name and address are displayed.

I get to the stage where 'Next Record' and 'Address Block' are shown, then I press update all lables. 'Address Block' disappears and thereafter no names and addresses are shown.

At this stage it would have been faster to handwrite all the labels!

  Taff™ 16:03 22 Nov 2011

Instead of choosing address block put in the fields for first name, surname and then a line break followed by address line 1, address line 2 etc. Then press the update labels button. It also helps to Preview results before going to the merge.

  Cara2 21:43 22 Nov 2011

Thanks for suggestions - I will give it a go.

  lotvic 00:45 23 Nov 2011

If it helps this is how I do it in Word 2003. I have the Mail Merge toolbar showing and click on:

'Main document setup' | 'Open Data Source' | 'Mail Merge Recipients' | 'Insert Address Block' popup box and click on 'Match Fields' at bottom and choose the fields you want | 'View Merged Data' (this will only show record 1 in top left label) | 'Propagate Labels' (which fills sheet 1, section 1) | Click on 'Merge to New Document' and in the pop up box choose 'All'

A new Window opens with a new document created showing ALL the names and addresses. New document shows at bottom as Page 1, Sec 1, 1/4 (or however many sections are needed for the number of sheets of labels you need - each section is a separate page of labels)

I can now save my new document as an ordinary word .doc and print them whenever I want.

I don't bother saving the 1st document that I did all the planning on as I now have the label sheets that I wanted.

  Cara2 23:06 23 Nov 2011

Feel like this is a lost cause at the moment as tried but no success as yet. However, I intend to put my brainy head on tomorrow and give it another go.

Thanks again for all suggestions.

  Cara2 14:11 25 Nov 2011

Thanks for help. Have muddled my way through and have a better understanding of how to mail merge.

However ... printing labels produces blank labels - always in the same position.

All contacts I require a label for are ticked but not all print.

Any idea why this might be?

  Taff™ 14:27 25 Nov 2011

Yes! My guess is that each blank represents an address that you don't want a label for but don`t quite understand why it's always in the same position.

I would normally export the contacts into Excel as a .CSV file and then use that file as the data source rather than the contacts file. Then you can add a column to exclude an address and enter an "X" into it. A simple Word Rule inserted "Skip Record If .." (That column/row contains an X) will do just that. You insert that right at the start of the first Label.

Post back if that's not enough of an explanation!

  Cara2 14:43 25 Nov 2011

Thanks again. No, have not tried switching between print and web layout, I must admit naughty, but I will.

I am printing the entire contact list, and all ticked so, no I am not omitting any addresses which might leave blanks.

Am feeling a little 'woolly headed' at the moment, so will have another go later and report back.

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