Microsoft KB Archive/47481

Works: Multiple Labels Causes Incorrect Results in Form Letter

PSS ID Number: Q47481 Article last modified on 06-10-1996

2.00

MACINTOSH

= SUMMARY =

When a print merge is used to produce a form letter or similar document in the Microsoft Works version 2.00 Word Processor module, records may not be accessed as expected if both of the following conditions exist:


 * The Multiple Labels command is active.
 * One or more of the database fields is reused in the document.

Not all of the expected documents are printed, and information from more than one record may be included in one document.

To correct this problem, deactivate the Multiple Labels command by choosing it from the Edit menu (the check mark by the command should disappear). If the Multiple Labels command must be used to print more than one record per page, avoid using a field name more than once for each record.

= MORE INFORMATION =

For example, in many form letters, the last name and perhaps a title are used in both the address block at the top of the letter and in the salutation. If the Multiple Labels command is selected from the Edit menu, only half of the expected number of letters is produced. The first letter contains the name and address from the first database record in the address block, but the salutation contains the name from the second database record. The second letter printed then contains information from the third and fourth records, and so on. This behavior occurs because the Multiple Labels command causes the program to move to the next database record when one of the database fields is repeated.

KBCategory: kbprint KBSubcategory: macworkskb

= Additional reference words: 2.00 mwkswp mwksprint =

Copyright Microsoft Corporation 1996.