Microsoft KB Archive/176140

= WD: Mail Merge Produces Full Page of Labels =

Article ID: 176140

Article Last Modified on 8/17/2005

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APPLIES TO


 * Microsoft Word 6.0 Standard Edition
 * Microsoft Word 6.0a
 * Microsoft Word 6.0c
 * Microsoft Word 95 Standard Edition
 * Microsoft Word 95a
 * Microsoft Word 6.0 for Macintosh
 * Microsoft Word 6.01 for Macintosh
 * Microsoft Word 6.01 for Macintosh
 * Microsoft Word 98 for Macintosh

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This article was previously published under Q176140





SYMPTOMS
When you select a range of records when you are performing a mail merge to create mailing labels, Microsoft Word merges a full page of labels. The first record on the page is the first record of the selected range, but Word continues merging labels until the page is filled, rather than stopping with the last record of the selected merge range.

For example, if your mailing label main document contains 30 labels and you choose to merge records 1 through 20, Word merges records 1 through 30 to create a full page of labels. Similarly, if you choose to merge records 1 through 40, Word merges records 1 through 60 to create two full pages of labels.



WORKAROUND
To work around this problem, use one of the following methods.

Method 1: Use an IF Statement
To use an IF statement, follow these steps:  In place of the merge fields in each of your labels, for example

{MergeField Name}

{MergeField Address}

{MergeField City}, {MergeField State} {MergeField Zip}

insert the following fields into your mail merge main document:

In the first label of your main document:

{Set MaxRecords n}

{IF {MERGEREC} <= {MAXRECORDS} "{MERGEFIELD Name}

{MergeField Address}

{MergeField City}, {MergeField State} {MergeField Zip}"}

In the second and remaining labels of your main document:

{Next}{IF {MERGEREC} <= {MAXRECORDS} "{MERGEFIELD Name}

{MergeField Address}

{MergeField City}, {MergeField State} {MergeField Zip}"}

 On the Mail Merge toolbar, click the "Merge to New Document" or the "Merge to Printer" button to perform the merge.

Method 2: Add Record Numbers to Your Data Document
To add record numbers to your data document, follow these steps:  In the mail merge data document, add a field named Rec_Num.</li> Number each of the records in your data document in the Rec_Num column, and then save and close your data document.</li> Activate the mailing label main document.</li> On the Tools menu, click Mail Merge, and then click Query Options.</li> In the Query Options dialog box, click the Filter Records tab, and follow these steps:  Under Field, click to select the Rec_Num field.</li> Under Comparison, click to select "Less than or equal."</li> Under Compare to, type the number of records you want to merge.</li></ol> </li> Click OK.</li> Complete the mail merge.</li></ol>

<div class="status_section">

STATUS
Microsoft has confirmed that this is a problem in the Microsoft products that are listed at the beginning of this article.

Additional query words: from to limit

Keywords: kbbug kbmerge KB176140

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