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#1
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name field not displayed as matched
Using Word 2003. Trying to make labels, the name field displaysThe SMITH
FAMILY, instead of the Mr. John Smith. When two names are matched for the same label then it is OK and shows Mr. John Smith and Ms. Mary Jones, but when only one name is used it is displays The Smith Family. We have checked and matched the fields correctly against the source excel spreadsheet. Can anyone help? We think there might be a bug in the program? |
#2
Posted to microsoft.public.word.mailmerge.fields
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name field not displayed as matched
This is definitely a factor of your merge setup. Try displaying your merge
document and pressing Alt-F9 to examine field codes. -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs/ which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "Barbara at Partners" Barbara at wrote in message ... Using Word 2003. Trying to make labels, the name field displaysThe SMITH FAMILY, instead of the Mr. John Smith. When two names are matched for the same label then it is OK and shows Mr. John Smith and Ms. Mary Jones, but when only one name is used it is displays The Smith Family. We have checked and matched the fields correctly against the source excel spreadsheet. Can anyone help? We think there might be a bug in the program? |
#3
Posted to microsoft.public.word.mailmerge.fields
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name field not displayed as matched
As Charles implies, if your data source is correct, your label merge
document must contain a conditional field that inserts 'The Smith Family' when certain conditions are met. You need to remove the condition, change what the condition does, or create a new merge document with the fields that you require - http://www.gmayor.com/mail_merge_lab...th_word_xp.htm -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Barbara at Partners wrote: Using Word 2003. Trying to make labels, the name field displaysThe SMITH FAMILY, instead of the Mr. John Smith. When two names are matched for the same label then it is OK and shows Mr. John Smith and Ms. Mary Jones, but when only one name is used it is displays The Smith Family. We have checked and matched the fields correctly against the source excel spreadsheet. Can anyone help? We think there might be a bug in the program? |
#4
Posted to microsoft.public.word.mailmerge.fields
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name field not displayed as matched
We checked the data source and the setup several times and they are correct.
The sample display, as you match the fields, displays it correctly as Mr. John Smith and Ms. Jane Doe, but when you go to "preview labels" it changes it to The Smith Family- only for those that have a single name. It just seems to automatically assume that if there is only one name field referenced (or matched) then insert FAMILY. We went into conditions, but it just allowed us to set up the conditions. How do you check for any conditional fields that already may be in there? We created a new merge document each time this problem occured, so we know we did not establish any conditional fields ourselves. After so many attempts, we came to the conclusion that it might be something to do with the software, but are not sure. (Remember that it is showing the display correctly when we are matching, but problem occurs when previewing.) This is so frustrating and we have thousands of labels to do and are stuck right now. Your further insight would be highly appreciated. "Graham Mayor" wrote: As Charles implies, if your data source is correct, your label merge document must contain a conditional field that inserts 'The Smith Family' when certain conditions are met. You need to remove the condition, change what the condition does, or create a new merge document with the fields that you require - http://www.gmayor.com/mail_merge_lab...th_word_xp.htm -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Barbara at Partners wrote: Using Word 2003. Trying to make labels, the name field displaysThe SMITH FAMILY, instead of the Mr. John Smith. When two names are matched for the same label then it is OK and shows Mr. John Smith and Ms. Mary Jones, but when only one name is used it is displays The Smith Family. We have checked and matched the fields correctly against the source excel spreadsheet. Can anyone help? We think there might be a bug in the program? |
#5
Posted to microsoft.public.word.mailmerge.fields
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name field not displayed as matched
What do you mean by "matching" in "it is showing the display correctly when
we are matching"? What are the names of your mergefields (for exampe Title, FirstName, LastName, etc.) and how do you have them arranged in the main document Title FirstName LastName? For the record that produces "The Smith Family" what is actually in the datasource? If you want to send me enough of the datasource that displays the problem and your mailmerge main document, I will take a look at it. -- 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 "Barbara at Partners" wrote in message ... We checked the data source and the setup several times and they are correct. The sample display, as you match the fields, displays it correctly as Mr. John Smith and Ms. Jane Doe, but when you go to "preview labels" it changes it to The Smith Family- only for those that have a single name. It just seems to automatically assume that if there is only one name field referenced (or matched) then insert FAMILY. We went into conditions, but it just allowed us to set up the conditions. How do you check for any conditional fields that already may be in there? We created a new merge document each time this problem occured, so we know we did not establish any conditional fields ourselves. After so many attempts, we came to the conclusion that it might be something to do with the software, but are not sure. (Remember that it is showing the display correctly when we are matching, but problem occurs when previewing.) This is so frustrating and we have thousands of labels to do and are stuck right now. Your further insight would be highly appreciated. "Graham Mayor" wrote: As Charles implies, if your data source is correct, your label merge document must contain a conditional field that inserts 'The Smith Family' when certain conditions are met. You need to remove the condition, change what the condition does, or create a new merge document with the fields that you require - http://www.gmayor.com/mail_merge_lab...th_word_xp.htm -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Barbara at Partners wrote: Using Word 2003. Trying to make labels, the name field displaysThe SMITH FAMILY, instead of the Mr. John Smith. When two names are matched for the same label then it is OK and shows Mr. John Smith and Ms. Mary Jones, but when only one name is used it is displays The Smith Family. We have checked and matched the fields correctly against the source excel spreadsheet. Can anyone help? We think there might be a bug in the program? |
#6
Posted to microsoft.public.word.mailmerge.fields
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name field not displayed as matched
We go under Arranging Labels, Address Block. We check the recipients name as
"Joshua Randal Jr. and Cynthia Smith". The preview below shows it correctly. We then check the bottom left corner box "Match Fields" and match accordingly: Last Name with source last name First Name with source first name Spouse's First Name with source spouse's first name Spouse's Last name with source spouse's last name The merge fields in the source document are arranged in columns: Title FirstName LastName SpouseFirst SpouseLast We then update all labels and do a preview. The preview shows labels correct when both names are available, but when there is no spouse's name (meaning someone is single and no name in that source area),it previews as "The Randal Family." We want "Joshua Randal Jr." Again, the data source : spouse's name (first and last) is blank for the records that produce THE Family. Even so, you would think it would pick up the main Last and First Name and not automatically convert it into THE FAMILY. We were able to do this fine last year under an earlier version of Word, but not in Word 2003. Any help would be great! "Doug Robbins - Word MVP" wrote: What do you mean by "matching" in "it is showing the display correctly when we are matching"? What are the names of your mergefields (for exampe Title, FirstName, LastName, etc.) and how do you have them arranged in the main document Title FirstName LastName? For the record that produces "The Smith Family" what is actually in the datasource? If you want to send me enough of the datasource that displays the problem and your mailmerge main document, I will take a look at it. -- 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 "Barbara at Partners" wrote in message ... We checked the data source and the setup several times and they are correct. The sample display, as you match the fields, displays it correctly as Mr. John Smith and Ms. Jane Doe, but when you go to "preview labels" it changes it to The Smith Family- only for those that have a single name. It just seems to automatically assume that if there is only one name field referenced (or matched) then insert FAMILY. We went into conditions, but it just allowed us to set up the conditions. How do you check for any conditional fields that already may be in there? We created a new merge document each time this problem occured, so we know we did not establish any conditional fields ourselves. After so many attempts, we came to the conclusion that it might be something to do with the software, but are not sure. (Remember that it is showing the display correctly when we are matching, but problem occurs when previewing.) This is so frustrating and we have thousands of labels to do and are stuck right now. Your further insight would be highly appreciated. "Graham Mayor" wrote: As Charles implies, if your data source is correct, your label merge document must contain a conditional field that inserts 'The Smith Family' when certain conditions are met. You need to remove the condition, change what the condition does, or create a new merge document with the fields that you require - http://www.gmayor.com/mail_merge_lab...th_word_xp.htm -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Barbara at Partners wrote: Using Word 2003. Trying to make labels, the name field displaysThe SMITH FAMILY, instead of the Mr. John Smith. When two names are matched for the same label then it is OK and shows Mr. John Smith and Ms. Mary Jones, but when only one name is used it is displays The Smith Family. We have checked and matched the fields correctly against the source excel spreadsheet. Can anyone help? We think there might be a bug in the program? |
#7
Posted to microsoft.public.word.mailmerge.fields
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name field not displayed as matched
Do NOT use the Address Block. Just insert the individual merge fields in
the configuration that you want them. -- 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 "Barbara at Partners" wrote in message ... We go under Arranging Labels, Address Block. We check the recipients name as "Joshua Randal Jr. and Cynthia Smith". The preview below shows it correctly. We then check the bottom left corner box "Match Fields" and match accordingly: Last Name with source last name First Name with source first name Spouse's First Name with source spouse's first name Spouse's Last name with source spouse's last name The merge fields in the source document are arranged in columns: Title FirstName LastName SpouseFirst SpouseLast We then update all labels and do a preview. The preview shows labels correct when both names are available, but when there is no spouse's name (meaning someone is single and no name in that source area),it previews as "The Randal Family." We want "Joshua Randal Jr." Again, the data source : spouse's name (first and last) is blank for the records that produce THE Family. Even so, you would think it would pick up the main Last and First Name and not automatically convert it into THE FAMILY. We were able to do this fine last year under an earlier version of Word, but not in Word 2003. Any help would be great! "Doug Robbins - Word MVP" wrote: What do you mean by "matching" in "it is showing the display correctly when we are matching"? What are the names of your mergefields (for exampe Title, FirstName, LastName, etc.) and how do you have them arranged in the main document Title FirstName LastName? For the record that produces "The Smith Family" what is actually in the datasource? If you want to send me enough of the datasource that displays the problem and your mailmerge main document, I will take a look at it. -- 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 "Barbara at Partners" wrote in message ... We checked the data source and the setup several times and they are correct. The sample display, as you match the fields, displays it correctly as Mr. John Smith and Ms. Jane Doe, but when you go to "preview labels" it changes it to The Smith Family- only for those that have a single name. It just seems to automatically assume that if there is only one name field referenced (or matched) then insert FAMILY. We went into conditions, but it just allowed us to set up the conditions. How do you check for any conditional fields that already may be in there? We created a new merge document each time this problem occured, so we know we did not establish any conditional fields ourselves. After so many attempts, we came to the conclusion that it might be something to do with the software, but are not sure. (Remember that it is showing the display correctly when we are matching, but problem occurs when previewing.) This is so frustrating and we have thousands of labels to do and are stuck right now. Your further insight would be highly appreciated. "Graham Mayor" wrote: As Charles implies, if your data source is correct, your label merge document must contain a conditional field that inserts 'The Smith Family' when certain conditions are met. You need to remove the condition, change what the condition does, or create a new merge document with the fields that you require - http://www.gmayor.com/mail_merge_lab...th_word_xp.htm -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Barbara at Partners wrote: Using Word 2003. Trying to make labels, the name field displaysThe SMITH FAMILY, instead of the Mr. John Smith. When two names are matched for the same label then it is OK and shows Mr. John Smith and Ms. Mary Jones, but when only one name is used it is displays The Smith Family. We have checked and matched the fields correctly against the source excel spreadsheet. Can anyone help? We think there might be a bug in the program? |
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