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About Suzanne S. Barnhill
Expertise
I've been using Word for Windows since version 2.0 (1992), and the more I learn
about it, the more I realize how little I know. But I may know a few things
that you don't, and I'll help if I can. I answer many questions every day in
Microsoft's peer support newsgroups and as a result have been awarded the
MVP (Most Valuable Professional) designation by Microsoft Corporation. You
may be able to find the answer to your question at the Word MVPs' FAQ site or at my own Word FAQ site, so please check those first! Please, no questions about VBA (macros), Registry editing, networks, or complex merges, as I have no experience with these aspects of Word, nor do I have any experience with Word for the Mac.
Experience
I have a master's degree in classics (Latin), which is surprisingly helpful, though I no longer teach. The things I am proudest of: Having raised two children to maturity, both Merit Scholars, both college graduates (one a philosophy major!), one Phi Beta Kappa (from Harvard!); having been made a Paul Harris Fellow by my Rotary club; having been designated a Microsoft MVP.
Education/Credentials
B.A. (Latin), Agnes Scott College, 1966; M.A. (Classics), Emory University, 1972.
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You are here: Experts > Computing/Technology > Microsoft Software > Microsoft Word > Creating labels from an Excel list in Word
Microsoft Word - Creating labels from an Excel list in Word
Expert: Suzanne S. Barnhill - 11/2/2009
Question
QUESTION: I have much experience creating labels from my Excel lists in Word. However, I recently upgraded to the new version of Word and Excel (actually really like the changes) but, for some reason, when I create labels using the Wizard feature it does not print my 2nd address line. I have looked at the list over and over and cannot understand why it's not printing only that one line. Is this a glitch in the program, or am I doing something wrong?
ANSWER: If you're using the same data source and the same mail merge main document, I can't imagine why this would be happening. But if you're creating a new merge and using "Address Block" instead of inserting the individual merge fields, then that might be the answer. The general feeling seems to be that "Address Block" is one of those features that sound like a good idea but turn out not to be. You can get a lot better control over your merge if you insert each field individually.
Also, if you're experienced with merges, I'd suggest avoiding the Mail Merge Wizard entirely; instead, just use the buttons on the Mailings tab to create the mail merge main document, connect to the data source, and then insert the merge fields manually, propagate the labels, and perform the merge.
Suzanne S. Barnhill
Microsoft MVP (Word) 1999-2009
---------- FOLLOW-UP ----------
QUESTION: Yes, I was using the Address Block feature so I tried it the other way too. Same thing happens -- Word puts a "0" in place of the 2nd address line. I went back and checked my list and everything seems fine with the headings. I printed the list with no trouble using my old version of Word, but this is really bugging me! No other field is messed up, just my "Address Line 2". I just can't figure it out. What causes Word, in Merge, to interpret a field as a "zero"? Any help you can give is very greatly appreciated!
Answer
I'm afraid I can't imagine! Could you send me a small sample of your data source and a copy of the mail merge main document? I don't think I can troubleshoot any further without seeing the actual files. Send them to ssbarnhill at gmail dot com.
Suzanne S. Barnhill
Microsoft MVP (Word) 1999-2009
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