MS Word Mail Merge: Group or Link fields across multiple pages/sections?

[dreid1011]

Good afternoon,

I am trying to mail merge a postcard with 4 sections per 8.5"x11" sheet. Each vertical half of the page is one postcard, page 1 is front, and page 2 is the back. All the merge fields are on page 2, but are not all in a single post card section. I have address info in one section, and an account number in another section, but I can't figure out how to link the merge fields to pull the same record. The address fields pull one record, then the account field pulls the next record or however many down the list for each <<Next Record>> rule I have.

Address fields here (1) --link to field below	Address fields here (2) --link to field below
Account field here (1) --link to fields above	Account field here (2) --link to fields above

How do I tell Word to link the fields on the left side of the whole page, and link the fields on the right side?

I have tried searching, but come up empty so far.

Thank you.

 

[Macropod]

So why have four sections instead of two, with all the address & account details for each record in a single section? Paragraph spacing can be used to maintain the desired layout. You could even insert a bordered paragraph half-way down if you want.

Alternatively, for the Account IDs, simply create a field in each top left/right cell as:
{SET Acct1 {MERGEFIELD ACCT}} or {SET Acct1 «ACCT»}
and
{SET Acct2 {MERGEFIELD ACCT}}or {SET Acct2 «ACCT»}
respectively, then insert REF fields pointing to those, viz:
{REF Acct1}
and
{REF Acct2}
where you want the Account IDs to be displayed.

Note: The field brace pairs (i.e. '{ }') for the above examples are all created in the document itself, via Ctrl-F9 (Cmd-F9 on a Mac or, if you’re using a laptop, you might need to use Ctrl-Fn-F9); you can't simply type them or copy & paste them from this message. Nor is it practical to add them via any of the standard Word dialogues. Likewise, the chevrons (i.e. '« »') are part of the actual mergefields - which you can insert from the 'Insert Merge Field' dropdown (i.e. you can't type or copy & paste them from this message, either). The spaces represented in the field constructions are all required.

 

[dreid1011]

So why have four sections instead of two, with all the address & account details for each record in a single section?

Why? Because unfortunately, it makes the most sense for the purpose of the post card. I can't cut down on the information, and I have to have the account number where it is, so I know whose card is coming back to me. Each sheet gets me two front and back postcards which can be separated and returned to me after the information is filled out.

I will give your other suggestion a try, thank you.

 

[dreid1011]

Alternatively, for the Account IDs, simply create a field in each top left/right cell as:
{SET Acct1 {MERGEFIELD ACCT}} or {SET Acct1 «ACCT»}
and
{SET Acct2 {MERGEFIELD ACCT}}or {SET Acct2 «ACCT»}
respectively, then insert REF fields pointing to those, viz:
{REF Acct1}
and
{REF Acct2}
where you want the Account IDs to be displayed.

Note: The field brace pairs (i.e. '{ }') for the above examples are all created in the document itself, via Ctrl-F9 (Cmd-F9 on a Mac or, if you’re using a laptop, you might need to use Ctrl-Fn-F9); you can't simply type them or copy & paste them from this message. Nor is it practical to add them via any of the standard Word dialogues. Likewise, the chevrons (i.e. '« »') are part of the actual mergefields - which you can insert from the 'Insert Merge Field' dropdown (i.e. you can't type or copy & paste them from this message, either). The spaces represented in the field constructions are all required.

That's perfect, thank you. I don't know why that was so difficult for me to attempt to find by googling.

 

[dreid1011]

Hmm, well that solved the first problem. Now I have to solve why the <<Next Record>> rule is skipping records.

With this setup, the first two records are displayed (on page 2 of the whole document):

Then the next two records (page 4) are records 5 and 6 instead of 3 and 4.

But if I remove the <<Next Records>> then the first two postcards have the same record. If I remove the <<Next Record>> on the right side, then it skips only 1 record so the third postcard ends up being record 4 instead of 3. Do you think the full page between each section with merge fields is throwing it off?

 

[dreid1011]

Upon further testing, the extra page between pages with merge fields does not seem to affect the issue. This task is proving to be more of a challenge than I was expecting.

 

[Macropod]

You have too many NextRecord fields. Since there are only two records per page, you should only have a single NextRecord field, at the start of the second label.

 

[dreid1011]

You have too many NextRecord fields. Since there are only two records per page, you should only have a single NextRecord field, at the start of the second label.

I tried that too and it's still skipping a record. I'll be able to look at it more tomorrow. I've scoured the document to make sure there weren't any errant <<Next Record>> fields, but I'm at a loss for the moment. If I remove all of the <<Next Record>> fields, there is still a default next record built in that goes to the next record on the next full page, leaving the first page showing two copies of record 1, and two copies of record 2 on the next page, etc.

 

[Macropod]

If I remove all of the <<Next Record>> fields, there is still a default next record built in that goes to the next record on the next full page, leaving the first page showing two copies of record 1, and two copies of record 2 on the next page, etc.

That's how it's supposed to work., which is why - for what you're doing - there should only be a single NextRecord field, at the start of the second section.

 

[dreid1011]

That's how it's supposed to work., which is why - for what you're doing - there should only be a single NextRecord field, at the start of the second section.

That makes sense, but that is not what I am experiencing.

With two <<Next Record>> fields, this is what I get (skipping every 3rd and 4th record):

Page 1 - no merge fields	--
Page 2 - merge fields Record 1 Info <<Next Record>>	Record 2 Info <<Next Record>>
Page 3 - no merge fields	--
Page 4 - merge fields Record 5 Info <<Next Record>>	Record 6 Info <<Next Record>>

With one <<Next Record>> field, this is what I get (skipping every 3rd record):

Page 1 - no merge fields	--
Page 2 - merge fields Record 1 Info	Record 2 Info <<Next Record>>
Page 3 - no merge fields	--
Page 4 - merge fields Record 4 Info	Record 5 Info <<Next Record>>

With no <<Next Record>> fields, this is what I get (no skipping, but two copies of each record on each page. This is expected behavior):

Page 1 - no merge fields	--
Page 2 - merge fields Record 1 Info	Record 1 Info
Page 3 - no merge fields	--
Page 4 - merge fields Record 2 Info	Record 2 Info