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#1
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Dummy letters on mail merge
I am using Word 2003 SP2 and Excel 2003 SP2. I have 347 names and addresses
on a spreadsheet as my database for my mail merge. When I merge information into the form letter, I end up with over 3,000 letters. The 347 I need are correct, but the others are blank or "dummy" letters. Right now, I am manually deleting these letters after merging and before printing. Is there a way to delete or avoid creating these dummy letters prior to creating the merged letters? -- Cynthia |
#2
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Dummy letters on mail merge
Select all of the rows in the Excel spreadsheet after the last record and
press Delete. There may be spaces in some of the cells in those rows that are resulting in them being treated as records. -- 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 "Cynthia" wrote in message ... I am using Word 2003 SP2 and Excel 2003 SP2. I have 347 names and addresses on a spreadsheet as my database for my mail merge. When I merge information into the form letter, I end up with over 3,000 letters. The 347 I need are correct, but the others are blank or "dummy" letters. Right now, I am manually deleting these letters after merging and before printing. Is there a way to delete or avoid creating these dummy letters prior to creating the merged letters? -- Cynthia |
#3
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Dummy letters on mail merge
Thanks, but that didn't do it. I also tried setting the required records as
the print area on the spreadsheet, but that was also unsuccessful. I'm wondering if there is a way to deselect the blank records as a group when I preview the Recipients listing -- or deselect all records and select the needed records as a group? -- Cynthia "Doug Robbins - Word MVP" wrote: Select all of the rows in the Excel spreadsheet after the last record and press Delete. There may be spaces in some of the cells in those rows that are resulting in them being treated as records. -- 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 "Cynthia" wrote in message ... I am using Word 2003 SP2 and Excel 2003 SP2. I have 347 names and addresses on a spreadsheet as my database for my mail merge. When I merge information into the form letter, I end up with over 3,000 letters. The 347 I need are correct, but the others are blank or "dummy" letters. Right now, I am manually deleting these letters after merging and before printing. Is there a way to delete or avoid creating these dummy letters prior to creating the merged letters? -- Cynthia |
#4
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Dummy letters on mail merge
Try copying the records and pasting them into a new Work Sheet in Excel.
Another thing that you can do is name the range of cells that contain the data and then when you attach the data source, select that named range. To be given that option, you may need to select Options from the Tools menu in Word and then go to the General tab and check the box against "Confirm conversions at open". Do the dummy letters appear after the 347 that you need or are they scattered throughout them. If they appear after, in Word, you can tell it to merge records 1 thru 347. -- 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 "Cynthia" wrote in message ... Thanks, but that didn't do it. I also tried setting the required records as the print area on the spreadsheet, but that was also unsuccessful. I'm wondering if there is a way to deselect the blank records as a group when I preview the Recipients listing -- or deselect all records and select the needed records as a group? -- Cynthia "Doug Robbins - Word MVP" wrote: Select all of the rows in the Excel spreadsheet after the last record and press Delete. There may be spaces in some of the cells in those rows that are resulting in them being treated as records. -- 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 "Cynthia" wrote in message ... I am using Word 2003 SP2 and Excel 2003 SP2. I have 347 names and addresses on a spreadsheet as my database for my mail merge. When I merge information into the form letter, I end up with over 3,000 letters. The 347 I need are correct, but the others are blank or "dummy" letters. Right now, I am manually deleting these letters after merging and before printing. Is there a way to delete or avoid creating these dummy letters prior to creating the merged letters? -- Cynthia |
#5
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Dummy letters on mail merge
Thank you - this is very helpful!
-- Cynthia "Doug Robbins - Word MVP" wrote: Try copying the records and pasting them into a new Work Sheet in Excel. Another thing that you can do is name the range of cells that contain the data and then when you attach the data source, select that named range. To be given that option, you may need to select Options from the Tools menu in Word and then go to the General tab and check the box against "Confirm conversions at open". Do the dummy letters appear after the 347 that you need or are they scattered throughout them. If they appear after, in Word, you can tell it to merge records 1 thru 347. -- 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 "Cynthia" wrote in message ... Thanks, but that didn't do it. I also tried setting the required records as the print area on the spreadsheet, but that was also unsuccessful. I'm wondering if there is a way to deselect the blank records as a group when I preview the Recipients listing -- or deselect all records and select the needed records as a group? -- Cynthia "Doug Robbins - Word MVP" wrote: Select all of the rows in the Excel spreadsheet after the last record and press Delete. There may be spaces in some of the cells in those rows that are resulting in them being treated as records. -- 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 "Cynthia" wrote in message ... I am using Word 2003 SP2 and Excel 2003 SP2. I have 347 names and addresses on a spreadsheet as my database for my mail merge. When I merge information into the form letter, I end up with over 3,000 letters. The 347 I need are correct, but the others are blank or "dummy" letters. Right now, I am manually deleting these letters after merging and before printing. Is there a way to delete or avoid creating these dummy letters prior to creating the merged letters? -- Cynthia |
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