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| Revised | : | April 14, 2006 (gp) |
| Version | : | Microsoft Word 95 and greater |
| Revision | : | 2 |
PROBLEM: Duplicate or Missing Records when Merging Data to Microsoft Word Mail Merge Documents
April 14, 2006
SYMPTOMS
Merging ILLiad records to the ILLiad Labels or slips (or any data to a Microsoft Mail Merge document), the records are being repeated or skipped.
CAUSE
Reminder: ILLiad labels will duplicate for loans that have multiple pieces.
If a record is being skipped, then there is an extra «Next Record» tag in the Word template. This is the instruction to Word to select the next record in the data file. If there is an extra «Next Record», then Word will skip over the record and merge the next record to the template.The most common place this is found incorrectly is the very first record of the document (so that Word skips the first record and the seventh record, etc.).
If a label is being duplicated, then the «Next Record» is missing in that section of the form.
Word automatically goes to the next record when moving to the next page in a document.
RESOLUTION
If there is an extra «Next Record» then remove it by highlighting and hitting either the Backspace or Delete button. If the «Next Record» tag is missing, add one by moving the cursor to the spot in the template you want to add the tag and select the "Insert Word Field" drop down list from the Mail Merge Toolbar. Then select "Next Record".
Note: The «Next Record» tag should be placed at the very beginning of each label (except for the first one), so that Word knows to move to the next record in the data file.
