mail merge recipients

[Toody]

Why, in Step 5 of 6 of Word 2003 Mail Merge, are there more than one
Recipient, as in "Recipient 1" and "Recipient 2" ( indicated by the arrows)
even though there is actually only one page of labels. And why don't you see
the final merge until after you've selected the print feature? I'd like to
know how many pages of labels to put into the printer.

I read in one of the posts that you can use an output (or was it an
outsource) document. Regardless, what do you use as an outsource/output
document if your datasource is in Word?

 

[Graham Mayor]

Merge to a new document. It's called Edit merge or similar in the wizard,
but simpler from the merge toolbar - see
http://www.gmayor.com/mail_merge_labels_with_word_xp.htm

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Graham Mayor - Word MVP


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[Toody]

Thank you so much. Even though I'm still wonderin why step 5 0f 6 shows
multiple pages of the labels, sometimes in different order, I am very happy
with the instructions that you gave me. And the toolbar makes things much
easier for me! I'm also happy to have the Mail Merge Helper back!

I do have one more question...What is the best way to back up a datasource,
so that I don't lose all the information if something happens to my hard
drive. Can the datasource be saved on a CD-RW?

 

[Graham Mayor]

You can certainly *copy* the data file to CD media (just don't save it there
from Word).

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Graham Mayor - Word MVP


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[Toody]

What would happen if I saved it in Word?

Also, one last question: Is there a way to add a new field/header after the
datasource has already been created using the 6-step process indicated at the
right hand side of the Word screen?

Thanks again!

 

[Graham Mayor]

You cannot save to CD media directly from Word without specialised packet
writing software and as such software is notoriously unreliable you stand
every chance of losing the document. Copy files to and from CD media by
using your CD writing software to produce multisession data discs.

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Graham Mayor - Word MVP


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[Graham Mayor]

I forgot your last bit -
The short answer is no, but you can edit the data file if you add the Mail
Merge Helper
See http://www.gmayor.com/mail_merge_labels_with_word_xp.htm
Probably simpler is to create a catalog/directory merge containing all the
fields and then convert the resulting file to a Word table - see
http://www.gmayor.com/convert_labels_into_mail_merge.htm

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Graham Mayor - Word MVP


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[Toody]

Thank you so much! By the way, I've figured out how to add a new field to an
existing datasource -- Customize!!