Problem with Word2000 Mailmerge using a textbox

[emcc]

We have a mail merge form in Word 2000 which is a postcard (3 to a page). The only way we were able to put any text on the postcard was to use textboxes - this included putting the mail merge fields inside of the textboxes. When we go to merge we get two message boxes... the first says
"You cannot include DATA, NEXT, NEXT IF or SKIPIF fields in comments, headers, footers, footnotes or endnotes"

When 'OK' is clicked another message box pops up and says

"A field calculation error occurred in Record 1"

When 'OK' is clicked it merges the first record three times on one page, the second record three times on the second page and so on.

Has anyone run into this problem? Anyone have any ideas?

 

[Dreamboat]

Why do you say that the only way to create postcards is to use textboxes? Your postcards should be just like using labels.

Unless your postcards are already in the Labels list as a choice (and they very well might be--look for the Avery or equivalent on the box of cards), then create a custom label format anyway. Don't do the merge yet, just lay out a document with 3 table cells (making the row height EXACTLY xx inches) that exactly line up with the measurements of your postcards. Leave the borders on your table to keep them aligned until you've got your table cells exactly aligned, then you can remove them. Once you've got them set up exact, save it as a template called postcards so you can use it for other postcards too without having to recreate it.

Then File-New and choose postcards. Save the file as a template called mmpostcards (mailmerge postcards).
Hit Tools-Mailmerge, Step 1, choose letter-active document.
Choose your data source and edit the main doc.
Working only with the first label, type in any literal text, like a return address. On the first line of your recipient, indent it to where you want the text to appear/print. Insert your first field there. Insert all your fields.

Now, your first card should be all set up. Hit the ABC button on the mailmerge toolbar to test it. Turn the button off.
Now, copy all the stuff on your first postcard and paste it into the 2nd one.
Put your cursor in front of the FIRST merge field of the 2nd post card.
Hit Insert WORD field (not MERGE field) and choose Next Record.
Now, copy everything on card 2 and paste it into card 3.
Use the ABC button to test again. Turn it off.
Save the file again. Close it.

Hit File-New, choose mmpostcards.
Hit Tools-Mailmerge-Merge, merge, merge, merge...you get the idea.

I often help people with this procedure when they want logos in their labels. They must choose "new document" when they choose the label, and make the labels have logos in them, then merge. Or type "graphic" in the mailmerge label, then merge and then find "graphic" and replace with clipboard contents (which has the logo copied to it).

Hope it helps you too. Let me know if something doesnt' sit right.

http://www.PiersonTech.com

dreamboat@nni.com
Brainbench MVP for Microsoft Word

 

[emcc]

Yes, you were right, I was working with a postcard defined in labels. I'll give this a try - it makes perfect sense! The only thing I don't understand is where you say "hit the ABC button"....I don't work in Word often myself so I don't recognize this.

Thanks for all of the good information and I'll let you know how it all works out!

 

[Dreamboat]

There's a button with "abc" on it. There's greater than and less than signs surrounding it that, if I put them here, may be seen as html code and may not show, so I just said ABC. It's on the mailmerge toolbar and no where else.

If you know how to use tables in Word and/or you understand how the labels work (they're just table setups), you'll be able to follow my steps.

I wish you much luck!

http://www.PiersonTech.com

dreamboat@nni.com
Brainbench MVP for Microsoft Word