Come together, right now
June 14, 2011 10:12 AM   Subscribe

Mail merge in Office 2010 -- It is not showing all the data.

I am pretty good at Word but this has me stumped. I am doing a simple list from mail merge and the data source is a query table from Access. I double checked and all the correct recipients are checked off and the coding looks right for next record in my document. BUT it does not list all the people. I only get 4 out of 6 people. I notice that it is only the first 4 of the 6 from the list

The fields are simple being only first name, last name and notes.
posted by jadepearl to Computers & Internet (4 answers total)
Not sure if this is the exact same issue, but I had a problem with disappearing data from a merge before. Basically I had a template of 6 labels per page, but the name output would skip over certain names in the db. (I was using Excel as the source.)

In the end, it turned out that there were duplicate fields in the merged document laying on top of each other. The upper fields hid the lower ones. The solution was to recreate a new merge page from scratch making sure there were only the correct fields to received the data.

I am unsure how the duplicate fields got there, but the document was sourced from the client that I was working for. It is possible that they passed along a defective document.
posted by lampshade at 10:41 AM on June 14, 2011

Best answer: It's pretty hard to troubleshoot something like this without the actual files. If you can share them, I'd be happy to take a look. My email is in my profile.
posted by SuperSquirrel at 11:05 AM on June 14, 2011

Response by poster: SuperSquirrel I went ahead and emailed snapshots since I deal with private records. Check your mail.
posted by jadepearl at 12:14 PM on June 14, 2011

Best answer: Help from SuperSquirrel worked. For those who have future troubles: The solution is to look at your document and NOT use a <>> unless the data is on a different row from your data set/table. Another peculiarity, discovered later, is that you need to be sure that the first record of the data set (select recipients) is highlighted or else data is skipped even with it check marked in your data merge.

SS may comment more effectively. So askMefi pulls through.
posted by jadepearl at 11:22 AM on June 15, 2011

« Older I'm worried I might have an STD... or something.   |   induction Newer »
This thread is closed to new comments.