Mail Merging Questions in Word 2007

[JoshuaHefflinger]

I have some questions that concern me:

1. How do I check the Avery number of a list of file of labels that's been given to me?

2. How can I easily make names and other data from a data source repeat themselves?

What I'm talking about is, I'd like info when I'm creating labels from a data source to repeat 3 times in one row, and then do the same for the next person in the data source for the next, and so on and so forth.

Example:

John Doe | John Doe | John Doe
Jane Doe | Jane Doe | Jane Doe
Harry Doe| Harry Doe | Harry Doe

With each name being it's own label? I'd like to do it without altering the data source to repeat each item three times, or just printing 3 pages with singularly occurring names.

 

[Macropod]

Hi Joshua,

If you have the labels, but don't know which ones they are, you'll need to check the dimensions then scroll through the list in Word to find a matching setup.

As for repeating data, when you tell Excel to propagate the labels, part of what it does is to insert a «Next» (Next Record) field at the start of each label after the first. You'll need to delete the «Next» fields for the 2nd & 3rd column on each line.

 

[JoshuaHefflinger]

Hi Joshua,

If you have the labels, but don't know which ones they are, you'll need to check the dimensions then scroll through the list in Word to find a matching setup.

As for repeating data, when you tell Excel to propagate the labels, part of what it does is to insert a «Next» (Next Record) field at the start of each label after the first. You'll need to delete the «Next» fields for the 2nd & 3rd column on each line.

Thank you very much for the response.

I am having a peculiar problem though with Windows. It is being quite obstinate you see.

When I try to delete the 'next record' tag as you described, and then preview, windows goes "Sorry, I can't let you do that." and then replaces all the iterances of 'next record' that I deleted... so nothing is changed.

Is there a way to make it stop doing that?

 

[Macropod]

You'll need to describe in more detail what you're doing and the specific wording of the error message. Are you deleting the chevrons (ie « ») either side of the «Next Record» too (they're part of the field and need to be deleted)?

 

[JoshuaHefflinger]

That's the things, there's no error message.

What I do is, I delete the word and the chevrons for each one, then I hit the preview button to see what it'd look like, and then Word replaces all the instances of <<next record>> that I deleted so now everything is back to the way it was before.

That's pretty much it.

 

[Macropod]

You need to delete the «Next Record» fields after doing the initial preview. Alternatively, dismiss the mailmerge helper before doing the preview, then delete the «Next Record» fields.