Can anyone clue me in on Microsoft Word MAIL MERGE???

Question

I follow the steps, and everytime I get to the final step to view the merged letters, when I click....the {{address}} configured area disapears! What am I doing wrong?? I have so many letters that need to get done, if I have to copy/paste all of them, I will forever getting them finished!

Answer 1

Probably your merge fields don't match the layout of the data source ... for instance if you try to use "Address Block" but don't have data in the first 2 lines of the source records it will seem to 'vanish' because there is no data where you are telling it to pull from ... so Word just leaves the field blank in the new doc.

It's confusing but it makes sense in the end. Oh and make sure to switch on the MERGE toolbar, it can help find problems for you with it's 'validate' function ...

Answer 2

You didn't say which version of Word you are using, but this is generally it. You need two files:

a data file (names and addresses), usually a Word table with column headers or an Excel file - again, with column headers,

and a main document - usually a letter.

Type the letter and put a marker (like an X) in place where the name and address will go.

When finished, File, Save as - name it, save as a Word document, and take note where it will be saved.

In the letter, click Tools, cl MailMerge. You usually get the Mailmerge Helper. Click Create, form letter. You will use the active document (your letter).

Next, click Get Data. Here you will browse then click on the datafile.

It will say there are no fields in your letter and if you want to enter them - you will say yes. You will get the Mailmerge toolbar.

Where you typed the Xs, you will now select the X then click Insert Field. You will select the header for name. It should overwrite the X. Then do the same for the address.

When finished entering fields, click the Mailmerge Helper button and click Close. Now, click the Merge button on the toolbar. Here, click "new document." The letters will merge to a new document. You can print from here.

If this doesn't follow your version of Word, try clicking on the Help button and enter Mailmerge in the text box.

Answer 3

Assuming that you know what you are doing I don't know that you are doing anything wrong if you are able to merge others fields from the same database successfully into the letters except if you didn't insert the correct field. Some times Word can have annoying quarks.

The only thing I can suggest is that you check your data file to make sure that you didn't miss the address field when you typed in the data by that I mean accidentally skip to the next field and type it there instead or if you broke the address into several fields that you haven't missed inserting one into the main document.