Unwanted duplicate fields output in mailmerge
Posted on 2008-11-08
I am using the mailmerge wizard in Word 2003 to create a set of address labels. My address data is held in an Excel spreadsheet (although the problem also occurs if I save it into Access). The spreadsheet contains columns named address 1, address 2, city, state and postcode, and only some records contain data in the address 2 field. When I map the fields to the address block in Word, I am mapping address 1 to "company", address 2 to "address 1", and the others as expected.
When I preview the labels, any record with data in address 2 is displayed with the address 2 data shown twice - can anyone offer any explanation for this, or a way of preventing it from happening? I have tried inserting linebreaks in the data in Excel to see if I could squeeze all the address data into one field, but the linebreaks are not preserved in Word.
Another problem occurs since I am having to use the "company" field to display the first line of the address. For addresses outside the UK (where the Excel column mapped to "country" is not empty) the company name is being printed before the person's name.
All suggestions welcome...