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  1. #1

    Mail Merge Help for Directory (2000 9.0.4119 SR-1)

    Something I thought should be so easy is driving me crazy. I am trying to create a directory (the usual name, address, phone number, etc.) using Word's mail merge feature. My data source is an Excel spreadsheet. I created a main document (the "Catalog" document choice) by inserting the merge fields, then copying and pasting the group of fields pertaining to a single person on down the page so that the final directory would list about 10 people per page.

    My problem is with the merge itself. Instead of inserting the first data record, then the second, then the third, etc., the merge inserts the first data record eight times before moving on to the second record which is also inserted eight times, etc. How can I set up my main document or make a selection somewhere so that each record is only merged once?

    Thanks for your help! You're saving my sanity.

    Karyn Plank

  2. #2

    Re: Mail Merge Help for Directory (2000 9.0.4119 SR-1)

    Hi Karyn,

    If your main form is a catalog, the merge fields only need to be inserted once. Instead of placing a Next Page Section break between each record, Word merges each record one after the other. So if each record is repeating 8 times, what you need to do is delete the 7 groups of duplicated merge fields. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

    As an additional note, if you want to add headings, add them to the completed merge rather than the main document. Otherwise they will repeat for each record.
    Cheers! <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

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