Re: Label Mail Merge puts each line of address on a new label
- From: "drc023" <d+r+c+0+2+3@xxxxxxxxxxxxxxxxxxxxxx>
- Date: Sat, 13 Aug 2005 18:19:23 -0500
I don't understand why the delimiters are printing out since they should be
special characters. Are they physically printing on paper or is this from
reviewing in Publisher? If it's in Publisher, that may just be a display of
the characters. Ctrl-Shift-Y toggles them on and off. I keep them on all the
time to help with formatting, but they don't print.
Can you email me a Word file with just a handful of the original records?
I'd like to go through the steps you've taken and try to get to the final
label output.
--
Ron
"Sagit" <Sagit@xxxxxxxxxxxxxxxxxxxxxxxxx> wrote in message
news:12555A12-470F-4694-9FD8-D7FF45EE8F9C@xxxxxxxxxxxxxxxx
> Oh my goodness! It worked! It worked! I would never have thought to
> convert it back to a text. I had tried tabs before, but I guess that
> didn't
> work because I never converted back to text. The only thing is: the
> record
> delimiter and field delimiter print out on the labels, too. Is there
> some
> way around that? Other than that it's perfect! Thank you Thank you! I
> can't
> say thank you enough!
> --
> S Jan
>
>
> "drc023" wrote:
>
>> After you have done a Convert Text to Table, the table needs to be
>> converted
>> back to text. It looks like you are using paragraph marks as the
>> separator
>> character. Use the Tab character instead. That should fix it. If you need
>> to
>> email me directly it's: drc023 at sbcglobal dot net take out the
>> spaces and change at & dot to @ & .
>> --
>> Ron
>>
>> "Sagit" <Sagit@xxxxxxxxxxxxxxxxxxxxxxxxx> wrote in message
>> news:B17855EC-7667-446D-B788-A7D43F40A93A@xxxxxxxxxxxxxxxx
>> > Ron, I have manually omitted the 5th line and you are right, the Word
>> > table
>> > looks much better. Actually, it looks perfect. But I still cannot get
>> > it
>> > in
>> > Excel properly, or get Publisher to merge properly. It looks to me
>> > like
>> > the
>> > paragraph symbol at the end of each field is what is messing up the
>> > merge.
>> > No matter what I do in manipulating the field delimiters in this file,
>> > as
>> > long as those paragraph marks are there, Publisher puts each field on a
>> > new
>> > label, instead of each record. If I take out the marks or replace them
>> > with
>> > something else, it still doesn't work. I can get Word to create a
>> > decent
>> > looking table, but I can't use it in anything else. I can create a
>> > short
>> > table with just a few addresses and email it to you. This is the
>> > version
>> > after I changed the record and field delimiters to those that Word
>> > recognizes. How do I find your email address? I really appreciate
>> > this -
>> > I've been up all night and day working on it. I'm sure you will find a
>> > simple solution, which will make me look like the novice that I am!
>> > Thanks
>> > a million to you and to JoAnn for trying to help.
>> > S Jan
>> >
>> >
>> > "drc023" wrote:
>> >
>> >> Eliminating blank lines is done when printing a mail merge file. What
>> >> the
>> >> OP
>> >> needs in this case is just the opposite. Blank lines need to be added
>> >> to
>> >> insure alignment is correct when doing a text to table conversion with
>> >> Word.
>> >> --
>> >> Ron
>> >>
>> >> "JoAnn Paules [MSFT MVP]" <jl_paules@xxxxxxxxxxx> wrote in message
>> >> news:iPKdnXgf2_sCYGDfRVn-og@xxxxxxxxxxxxx
>> >> > There's a step somewhere along the line to eliminate any blank lines
>> >> > when
>> >> > printing. My mailing list also has a few of those addresses.
>> >> >
>> >> > --
>> >> >
>> >> > JoAnn Paules
>> >> > MVP Microsoft [Publisher]
>> >> >
>> >> >
>> >> >
>> >> > "Sagit" <Sagit@xxxxxxxxxxxxxxxxxxxxxxxxx> wrote in message
>> >> > news:9D384DEF-0B58-4622-A1FA-CB6A0E452225@xxxxxxxxxxxxxxxx
>> >> >> Thanks so much, Ron, for offering to do this. I would like to try
>> >> >> myself,
>> >> >> first, because I am learning so much, even with my failures! I'm
>> >> >> not
>> >> >> sure
>> >> >> what to do about the fact that each record does not have the same
>> >> >> number
>> >> >> of
>> >> >> lines. Some addresses have one line, some have two. There are no
>> >> >> blank
>> >> >> lines. Also, I did do a "convert text to table", but Publisher did
>> >> >> not
>> >> >> recognize it as a table!
>> >> >> I had to do a "save as" as plain text, then Publisher recognized it
>> >> >> as
>> >> >> a
>> >> >> table. I will convert it to a .csv file and see what happens.
>> >> >> Thank
>> >> >> you
>> >> >> so much for your suggestions.
>> >> >> "drc023" wrote:
>> >> >>
>> >> >>> It would be better to convert the file to Excel so that you could
>> >> >>> use
>> >> >>> a
>> >> >>> column as a field identifier for sorting/printing. Each record
>> >> >>> needs
>> >> >>> to
>> >> >>> be
>> >> >>> on a single row w/a column for each field, not in a stacked
>> >> >>> format.
>> >> >>> Publisher can then use this directly from Excel or you can create
>> >> >>> a
>> >> >>> .csv
>> >> >>> file. Publisher can use either. Since you have the file in Word
>> >> >>> format,
>> >> >>> converting it to a single record per line layout is no more
>> >> >>> difficult
>> >> >>> to
>> >> >>> do
>> >> >>> than replacing the field delimiters. In Word all you need to do is
>> >> >>> 'Table/Convert Text to Table'. To make this work it is necessary
>> >> >>> to
>> >> >>> insure
>> >> >>> that each address record has the same number of lines (including
>> >> >>> blank
>> >> >>> lines). i.e. There must be the same number of lines from the first
>> >> >>> line
>> >> >>> of
>> >> >>> one record to the first lines of each succeeding record. The table
>> >> >>> would
>> >> >>> have that same number of columns.
>> >> >>>
>> >> >>> If this doesn't seem clear, send me a private email and if the
>> >> >>> file
>> >> >>> isn't
>> >> >>> outrageously large you can attach it. I'll do the conversion and
>> >> >>> send
>> >> >>> it
>> >> >>> back to you.
>> >> >>> --
>> >> >>> Ron Cohen
>> >> >>>
>> >> >>> "Sagit" <Sagit@xxxxxxxxxxxxxxxxxxxxxxxxx> wrote in message
>> >> >>> news:57F0B684-290C-4F58-84BA-8682DFBF3DEC@xxxxxxxxxxxxxxxx
>> >> >>> >I have an address file originally created by an old non-
>> >> >>> >microsoft
>> >> >>> >program.
>> >> >>> > In order to create labels with this file, I copy it into Word,
>> >> >>> > replace
>> >> >>> > the
>> >> >>> > record and field delimiters with those recognizable by Word and
>> >> >>> > do
>> >> >>> > a
>> >> >>> > merge. But, I need to use Publisher, because most of the time,
>> >> >>> > I
>> >> >>> > need
>> >> >>> > to
>> >> >>> > be
>> >> >>> > able to pick and choose which addresses to print. I can't use a
>> >> >>> > filter,
>> >> >>> > since
>> >> >>> > this file is not in Excel, Access, etc. I've tried getting it
>> >> >>> > in
>> >> >>> > those,
>> >> >>> > and
>> >> >>> > couldn't. It always stays stacked.
>> >> >>> > My problem is that after saving the Word address file as a text
>> >> >>> > file
>> >> >>> > (the
>> >> >>> > only way Publisher recognized it as a table) Publisher puts each
>> >> >>> > line
>> >> >>> > of
>> >> >>> > the
>> >> >>> > addres on a new label.
>> >> >>> > The address file is stacked, with a record delimiter at the
>> >> >>> > beginning
>> >> >>> > of
>> >> >>> > the
>> >> >>> > first line (Company name), underneath that is the person's name,
>> >> >>> > then
>> >> >>> > underneath that is a field delimiter with the street address,
>> >> >>> > then
>> >> >>> > under
>> >> >>> > that
>> >> >>> > is the rest of the address, with no additional delimiters.
>> >> >>> > My boss will be forever grateful if you can help me solve this.
>> >> >>> > Thank
>> >> >>> > you
>> >> >>> > in advance.
>> >> >>> > S Jan
>> >> >>>
>> >> >>>
>> >> >>>
>> >> >
>> >> >
>> >>
>> >>
>> >>
>>
>>
>>
.
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