Microsoft KB Archive/88374

Microsoft Knowledge Base

WD: WinWord: Print Merge Produces a Full Page of Labels

Last reviewed: August 11, 1997
Article ID: Q88374

The information in this article applies to:

• Microsoft Word for Windows, versions 2.0, 2.0a, 2.0a-CD, 2.0b, 2.0c
• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows 95, versions 7.0, 7.0a
• Microsoft Word 97 for Windows
• Microsoft Word for the Macintosh, versions 6.0, 6.0.1

SUMMARY

If you select a range of records when you are performing a print 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. The print merge operation creates full pages only when you create mailing labels, even if the selected range does not fill the entire page.

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.

STATUS

Microsoft has confirmed this to be a problem in the versions of Word listed previously. We are researching this problem and will post new information here in the Microsoft Knowledge Base as it becomes available.

MORE INFORMATION

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

Workaround 1

1. In place of a merge field, insert the following IF field in your print merge main document:

         {IF {MERGEREC} <= {MAXRECORDS} {MERGEFIELD FIELD1}}

2. Insert the following field at the start of your print merge main document:

         {SET MAXRECORDS N}

   where "N" is the number of records to merge. For example, if you want to print records 1 through 20, N=20.

3. From the File menu, choose Print Merge. Choose the Merge button. In the Print Records box, type the range of records and choose the OK button.

Workaround 2

1. In the print merge data document, add a field named "Rec_Num".

Word 6.0: For information on adding a new field to a data

           file, refer to  of the "Microsoft Word for
           Windows User's Guide," page 690.

Word 2.0: For information on adding a new field to a data

           file, refer to  of the "Microsoft Word for
           Windows User's Guide," page 618.

Use the Rec_Num field to number the records in your data document.

Activate the mailing label main document.

From the File menu, choose Print Merge. Choose the Merge button.

Choose the Record Selection button.

In the Field Name box, select Rec_Num. In the Is box, select Less than or Equal to. In the Compared To box, type "5" (without the quotation marks). Choose the Add Rule button.

In the Field Name box, select Rec_Num. In the Is box, select Greater than or Equal to. In the Compared To box, type "2" (without the quotation marks). Choose the Add Rule button.

Choose the OK button.

Complete the print merge.

REFERENCES

"Microsoft Word for Windows User's Guide," version 2.0, page 618

"Microsoft Word for Windows User's Reference," version 1.x, pages 1-3, 197-200

KBCategory: kbprint KBSubcategory: kbmerge Additional query words: 1.0 1.10 1.10a 2.0 2.0a 2.0a-CD 2.0b 2.0c 6.0 6.0a 6.0c 7.0 7.0a 8.0 word6 word7 word8 word95 word97 97 winword winword2 from to limit Keywords : kbmerge kbprint kbualink97 kbprint Version : 2.x 6.0 6.0a 6.0c 7.0 7.0a Platform : MACINTOSH WINDOWS THE INFORMATION PROVIDED IN THE MICROSOFT KNOWLEDGE BASE IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. MICROSOFT DISCLAIMS ALL WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL MICROSOFT CORPORATION OR ITS SUPPLIERS BE LIABLE FOR ANY DAMAGES WHATSOEVER INCLUDING DIRECT, INDIRECT, INCIDENTAL, CONSEQUENTIAL, LOSS OF BUSINESS PROFITS OR SPECIAL DAMAGES, EVEN IF MICROSOFT CORPORATION OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES SO THE FOREGOING LIMITATION MAY NOT APPLY. Last reviewed: August 11, 1997 ©1997 Microsoft Corporation. All rights reserved. Legal Notices.