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#1
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How do I convert a file to use with mail merge?
I have a 30 page file, which I had to scan in and OCR into a Word file,
delete double entries, correct spelling, etc., and which contains nothing but names and addresses, all lines separated by a paragraph symbol. So, the file consists of things like Company ABC 1234 new road Town, State 12345 Company DEF 4678 old road Town, State 12346 I want to convert this to a form usable with a mail-merge document. Since I've already spent hours putting this together, I'd like to find a less labor intensive, time consuming way of doing it. The "help" file with Word 2003 is less than helpful, and apparently mail merge is looking for different delimiters between records. Any help would be most appreciated. Thanks. |
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#2
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How do I convert a file to use with mail merge?
See "Convert Labels into Mail Merge Data File" on fellow MVP Graham Mayor's
website at: http://www.gmayor.com/convert_labels...mail_merge.htm -- Hope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP "rosawood" wrote in message ... I have a 30 page file, which I had to scan in and OCR into a Word file, delete double entries, correct spelling, etc., and which contains nothing but names and addresses, all lines separated by a paragraph symbol. So, the file consists of things like Company ABC 1234 new road Town, State 12345 Company DEF 4678 old road Town, State 12346 I want to convert this to a form usable with a mail-merge document. Since I've already spent hours putting this together, I'd like to find a less labor intensive, time consuming way of doing it. The "help" file with Word 2003 is less than helpful, and apparently mail merge is looking for different delimiters between records. Any help would be most appreciated. Thanks. |
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#3
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How do I convert a file to use with mail merge?
Would this be considered a label file? It's not in table form, and has only
one column. "Doug Robbins - Word MVP" wrote: See "Convert Labels into Mail Merge Data File" on fellow MVP Graham Mayor's website at: http://www.gmayor.com/convert_labels...mail_merge.htm -- Hope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP |
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#4
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How do I convert a file to use with mail merge?
To all intents and purposes, Yes. Did you read and study the article?
-- Hope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP "rosawood" wrote in message ... Would this be considered a label file? It's not in table form, and has only one column. "Doug Robbins - Word MVP" wrote: See "Convert Labels into Mail Merge Data File" on fellow MVP Graham Mayor's website at: http://www.gmayor.com/convert_labels...mail_merge.htm -- Hope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP |
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#5
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How do I convert a file to use with mail merge?
Don't confuse the filename of a web page with the content of that page. You
need to jump in where the illustrations match your file. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org rosawood wrote: Would this be considered a label file? It's not in table form, and has only one column. "Doug Robbins - Word MVP" wrote: See "Convert Labels into Mail Merge Data File" on fellow MVP Graham Mayor's website at: http://www.gmayor.com/convert_labels...mail_merge.htm -- Hope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP |
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#6
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How do I convert a file to use with mail merge?
My data source is a list of addresses in a Word document. So, I move to that
directory, select the document, and I get a window that says "Data fields must beseparated from each other by a character called a field delimiter. etc." Then I'm supposed to select them, but after each and every line is a paragraph symbol (enter?), and the field and record delimiters cannot be the same. So, I have 30 pages of addresses. Am I supposed to manually put field and/or record delimiters on all these addresses??? The instructions are for "excel" and "other data sources", but a Word document doesn't seem to be one of the choices. I selected Company, Address1, Address2, City, State, Postal Code, propagated the labels, then did a Merge to New Document, and all the labels were empty. I suspect it's because I don't have a field delimiter. I'm really hoping I don't have to change every single address on all 30 pages. In a word, I'm stuck. |
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#7
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How do I convert a file to use with mail merge?
You need to really look at the article "Convert Labels into Mail Merge Data
File" on fellow MVP Graham Mayor's website at: http://www.gmayor.com/convert_labels...mail_merge.htm The instructions on that page are NOT for "excel" and "other data sources". Rather they explain how to convert a Word document that contains information arranged as it would be on a sheet of labels, into a form that can be used as a mail merge data source. It gives you the steps that will enable you to AVOID manually puting field and/or record delimiters in/after all of the addresses Looking back at your original post, can we assume that when you click on the Show/Hide button ¶, your document looks like: Company ABC¶ 1234 new road¶ Town, State 12345¶ ¶ Company DEF¶ 4678 old road¶ Town, State 12346¶ ¶ If that is the case, you need to start following the instructions in that article just under half way down the web page when the screen shot of the Find and Replace dialog is shown. -- Hope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP "rosawood" wrote in message ... My data source is a list of addresses in a Word document. So, I move to that directory, select the document, and I get a window that says "Data fields must beseparated from each other by a character called a field delimiter. etc." Then I'm supposed to select them, but after each and every line is a paragraph symbol (enter?), and the field and record delimiters cannot be the same. So, I have 30 pages of addresses. Am I supposed to manually put field and/or record delimiters on all these addresses??? The instructions are for "excel" and "other data sources", but a Word document doesn't seem to be one of the choices. I selected Company, Address1, Address2, City, State, Postal Code, propagated the labels, then did a Merge to New Document, and all the labels were empty. I suspect it's because I don't have a field delimiter. I'm really hoping I don't have to change every single address on all 30 pages. In a word, I'm stuck. |
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#8
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How do I convert a file to use with mail merge?
Hmm. I had downloaded the PDF file and nothing like that appeared in it. I
guess I'll just stick to the online version. Thank you, I think this is what I needed--and what I was afraid you'd say. Ugh. At least with Find and Replace, it's a little faster than total manual replacent. Joi de Vivre! "Doug Robbins - Word MVP" wrote: You need to really look at the article "Convert Labels into Mail Merge Data File" on fellow MVP Graham Mayor's website at: http://www.gmayor.com/convert_labels...mail_merge.htm The instructions on that page are NOT for "excel" and "other data sources". Rather they explain how to convert a Word document that contains information arranged as it would be on a sheet of labels, into a form that can be used as a mail merge data source. It gives you the steps that will enable you to AVOID manually puting field and/or record delimiters in/after all of the addresses Looking back at your original post, can we assume that when you click on the Show/Hide button ¶, your document looks like: Company ABC¶ 1234 new road¶ Town, State 12345¶ ¶ Company DEF¶ 4678 old road¶ Town, State 12346¶ ¶ If that is the case, you need to start following the instructions in that article just under half way down the web page when the screen shot of the Find and Replace dialog is shown. -- Hope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP |
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#9
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How do I convert a file to use with mail merge?
As I look again, I see that I downloaded the file below it--the XP 2003 file.
I'll download the correct one this time. "rosawood" wrote: Hmm. I had downloaded the PDF file and nothing like that appeared in it. I guess I'll just stick to the online version. Thank you, I think this is what I needed--and what I was afraid you'd say. Ugh. At least with Find and Replace, it's a little faster than total manual replacent. |
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#10
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How do I convert a file to use with mail merge?
The PDF version of my web page contains the same information as the web
page? -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org rosawood wrote: Hmm. I had downloaded the PDF file and nothing like that appeared in it. I guess I'll just stick to the online version. Thank you, I think this is what I needed--and what I was afraid you'd say. Ugh. At least with Find and Replace, it's a little faster than total manual replacent. Joi de Vivre! "Doug Robbins - Word MVP" wrote: You need to really look at the article "Convert Labels into Mail Merge Data File" on fellow MVP Graham Mayor's website at: http://www.gmayor.com/convert_labels...mail_merge.htm The instructions on that page are NOT for "excel" and "other data sources". Rather they explain how to convert a Word document that contains information arranged as it would be on a sheet of labels, into a form that can be used as a mail merge data source. It gives you the steps that will enable you to AVOID manually puting field and/or record delimiters in/after all of the addresses Looking back at your original post, can we assume that when you click on the Show/Hide button ¶, your document looks like: Company ABC¶ 1234 new road¶ Town, State 12345¶ ¶ Company DEF¶ 4678 old road¶ Town, State 12346¶ ¶ If that is the case, you need to start following the instructions in that article just under half way down the web page when the screen shot of the Find and Replace dialog is shown. -- Hope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP |
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#11
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How do I convert a file to use with mail merge?
Yes, I know. I had downloaded the wrong file. I have the right one now.
Thanks. "Graham Mayor" wrote: The PDF version of my web page contains the same information as the web page? |
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#12
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How do I convert a file to use with mail merge?
Thank you for all the help. I got the job done, and the letters sent out.
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