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#1
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Mail Merge into Table
I have set up a three column two row table with 4 mail merge fields.
Currently Word automatically places the merged data on a separate page for each merged record. I need the merged data to be merged in subsequent rows in the table on the same page (or to flow onto subsequent pages as the table rows increase for each merged record) How do I prevent Word from busting up my table onto separate pages instead of keeping it intact? TIA Ron |
#2
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Look into doing a catalog merge.
-- 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://www.mvps.org/word 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. "Ron" wrote in message . .. I have set up a three column two row table with 4 mail merge fields. Currently Word automatically places the merged data on a separate page for each merged record. I need the merged data to be merged in subsequent rows in the table on the same page (or to flow onto subsequent pages as the table rows increase for each merged record) How do I prevent Word from busting up my table onto separate pages instead of keeping it intact? TIA Ron |
#3
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Thanks Charles, while waiting for a reply to my post I found that option.
However I could find very little help on the subject at Microsoft's web site and the office Assistant did not recognize the terms catalog merge and returned unrelated help links. The information I did find does appear to suggest a method. Unfortunately the instructions do not work with tables. It seems to me the solution is to turn off the page breaks. I placed my cursor before the last paragraph mark and inserted a Continous Page Break as the article suggested but the table still split up onto separte pages following the merge. I also changed the Page setup layput to continous as well but that had no impact either. Here is a copy of the article below. Can you find any other clues that I might try? Thanks again for your reply, I appreciate it. Ron SYMPTOMS When you Mail Merge a catalog, the merged document will not contain the header/footer included in the main document. CAUSE Header/footer information is stored in section breaks. The last paragraph mark in a document is an implied section break and contains the header/footer information for the last section in the document. The default section setting for this section is Next Page. To merge to the catalog format, the last paragraph mark is removed during the merge so Word merges as if the section is Continuous, resulting in multiple records per page rather than one record per page. Since the paragraph mark is removed during the merge process, so is the header/footer information. WORKAROUND To work around this problem, follow these steps: 1. Enter the mergefields into the main document. 2. On the File menu, click Page Setup and click the Layout tab. 3. Under Section Start, select Continuous, and then click OK.. 4. Place your insertion point just before the very last paragraph mark. 5. On the Insert menu, click Break, select Continuous, and then click OK. 6. On the File menu, click Page Setup and click the Layout tab. Verify that Section Start is set to Continuous. 7. Place your insertion point above the section break and set up the headers/footers. "Charles Kenyon" wrote in message ... Look into doing a catalog merge. -- 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://www.mvps.org/word 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. "Ron" wrote in message . .. I have set up a three column two row table with 4 mail merge fields. Currently Word automatically places the merged data on a separate page for each merged record. I need the merged data to be merged in subsequent rows in the table on the same page (or to flow onto subsequent pages as the table rows increase for each merged record) How do I prevent Word from busting up my table onto separate pages instead of keeping it intact? TIA Ron |
#4
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If you have Word 2002 or 2003, this type of merge is called a "directory"
merge. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Ron" wrote in message .. . Thanks Charles, while waiting for a reply to my post I found that option. However I could find very little help on the subject at Microsoft's web site and the office Assistant did not recognize the terms catalog merge and returned unrelated help links. The information I did find does appear to suggest a method. Unfortunately the instructions do not work with tables. It seems to me the solution is to turn off the page breaks. I placed my cursor before the last paragraph mark and inserted a Continous Page Break as the article suggested but the table still split up onto separte pages following the merge. I also changed the Page setup layput to continous as well but that had no impact either. Here is a copy of the article below. Can you find any other clues that I might try? Thanks again for your reply, I appreciate it. Ron SYMPTOMS When you Mail Merge a catalog, the merged document will not contain the header/footer included in the main document. CAUSE Header/footer information is stored in section breaks. The last paragraph mark in a document is an implied section break and contains the header/footer information for the last section in the document. The default section setting for this section is Next Page. To merge to the catalog format, the last paragraph mark is removed during the merge so Word merges as if the section is Continuous, resulting in multiple records per page rather than one record per page. Since the paragraph mark is removed during the merge process, so is the header/footer information. WORKAROUND To work around this problem, follow these steps: 1. Enter the mergefields into the main document. 2. On the File menu, click Page Setup and click the Layout tab. 3. Under Section Start, select Continuous, and then click OK.. 4. Place your insertion point just before the very last paragraph mark. 5. On the Insert menu, click Break, select Continuous, and then click OK. 6. On the File menu, click Page Setup and click the Layout tab. Verify that Section Start is set to Continuous. 7. Place your insertion point above the section break and set up the headers/footers. "Charles Kenyon" wrote in message ... Look into doing a catalog merge. -- 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://www.mvps.org/word 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. "Ron" wrote in message . .. I have set up a three column two row table with 4 mail merge fields. Currently Word automatically places the merged data on a separate page for each merged record. I need the merged data to be merged in subsequent rows in the table on the same page (or to flow onto subsequent pages as the table rows increase for each merged record) How do I prevent Word from busting up my table onto separate pages instead of keeping it intact? TIA Ron |
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