You are trying to perform a "multiple items per condition (=key field)"
mailmerge which Word does not really have the ability to do:

See the "Group Multiple items for a single condition" item on fellow MVP
Cindy Meister's website at

http://homepage.swissonline.ch/cindy...faq1.htm#DBPic


Or take a look at the following Knowledge Base Articles

http://support.microsoft.com/default...b;en-us;302665


http://support.microsoft.com/default...b;en-us;294686


--
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

"JDavidson" wrote in message
...
The excel sheet has 13 rows per pupil, each containing :
surname forename reg Teacher subject level effort

In the word template this is then condensed into :
name (surname+forename) and reg at the top,
then with a column for subject, column for teacher, column for level and a
column for effort.

Everything enters correctly into the form, with the exception that the 1st
level and effort rows from the excel sheet are missing.

"Doug Robbins - Word MVP" wrote:

Are you trying to merge multiple subjects, assessed levels and efforts
for
each Surname, Forename, Form, Teacher?

Exactly how is your data source arranged?

--
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

"JDavidson" wrote in message
...
Thanks for the quick reply,

I did have a next record after the last subject field but even with
that
removed it still omits the first record of the assessed level and
effort
fields and automatically fills in the next record from the excel row.

very confusing.

"Doug Robbins - Word MVP" wrote:

You probably have a Next Record field between the Subject and
Assessed
level mergefields.

--
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

"JDavidson" wrote in message
...
Mail merge works fine, it copies :

Surname, Forename, Form, Teacher and Subject into a template
designed
in
word, but then the next two columns (Assessed level and effort,
which
are
both numeric) the merge omits the first record for each and
automatically
fills in with the next value from the following row.

The problem works out that all records are fine until the numeric
grades
which dont correspond to the correct subject as they have moved 1
row
up
the
template, following the merger omitting the 1st record.

Anybody know why it is always omitting the 1st numeric record?