Merging File Labels

[Aurora]

I am using Word 2003 - This was my question in October
Every year, we have to create new customer manila file folders. I am trying
to create a Merge label for Customer file names. So I will only have to type
these name in once. I used Avery labels #8366 - White filing labels for
1/3 cut folders. I created a data file with customer name and account
#. I have created a page of labels with these 2 fields on it along with the
year 2009. I put the fields in all of the labels. But when I go to merge,
it only merges 1 data file to all of the labels.

I was told that to get labels to print on each label on the page you must
insert your address field then hit propagate labels. I did that and it
worked.

Now I am trying to do something very similar but my Propagate button is
grayed out and does not work. Why would it be grayed out? Am I forgetting a
step? I tried just putting in my name fields and clicking on the Propagate
button but nothing happened. I tried highlighting the fields and clicking on
the Propagate button, but again nothing. Does anyone have any idea of what I
am doing wrong?

Aurora

 

[Peter Jamieson]

If you are using the Mail merge toolbar, try clicking on the first button
(Main Document Setup) and verify that Word still thinks your document is a
Mailmerge Label document. If it isn't, the propagate button is greyed out.
(Maybe you started with an existing one-off label layout that wasn't a
mailmerge main document, then attached a data source?)

 

[Graham Mayor]

See http://www.gmayor.com/mail_merge_labels_with_word_xp.htm in particular
(as Peter has said) check the document type.

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Graham Mayor - Word MVP


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[Aurora]

Peter - Thank you for responding. You were right. For some reason Word did
not recognize this doc as a Merge Doc. I recreated it and everything worked
fine except. When I do the merge, on screen everything looks good. Each
label is a different label as it should be. But once I hit the print icon,
all the labels become the same as the first label and print out that way.
What do you suggest I do to correct that?

Aurora

 

[Suzanne S. Barnhill]

Are you sure you have both propagated the labels *and* completed the merge?

 

[Aurora]

Suzanne - Thank you for responding. Yes I did propagate the labels. When I
view them on the screen (click on the the "abc" icon) - Everything is as it
should be - a different label on each label. It is only when I click on the
print button that they all change to repeating the first label on all of the
labels. I am not sure what you meant by "and" complete the merge. Can you
be more specific?

Aurora

 

[Suzanne S. Barnhill]

Propagating the labels just adds the merge fields to each label on the
sheet. You must then either merge to a new document or to the printer to
complete the merge. This isn't always obvious from the Wizard task pane if
that's what you're using. If you're using the Mail Merge toolbar, you should
have buttons for Merge to New Document and Merge to Printer.

For more, see the appropriate version of the following:

Mail merge labels with Word XP (also covers Word 2003)
http://www.gmayor.com/mail_merge_labels_with_word_xp.htm

Mail merge labels with Word 2007
http://www.gmayor.com/merge_labels_with_word_2007.htm

 

[Aurora]

Thank you Suzanne - That worked. I never have printed to a new document
before. I have only printed from the screen, but then again rarely have I
ever used the propagate function. Thank you again for your help. I really
appreciate it.

Aurora