WD: Data Document, Main Document Printing Without Merging

• Microsoft Word for the Macintosh, versions 3.0, 3.01, 3.02, 4.0, 5.0, 5.1, 5.1a, 6.0, 6.0.1, 6.0.1a

SYMPTOMS

When you attempt to perform a mail merge (or, "print merge," as it was previously called) in Word, the data document or main document prints out exactly as it appears on the screen. That is, the field information is not substituted with data.

WORKAROUND

Word 6.x

Be sure the special characters used to create a merge field were inserted correctly. In Word 6.0, merge fields are field codes and must be inserted by either choosing the Insert Merge Field button, or inserting a MERGEFIELD field by pressing COMMAND+F9, typing MERGEFIELD and the name of the field. For example a field code for a field called firstname in Word 6.0 is would look as follows:

   {MERGEFIELD firstname}

Word 3.x, 4.0, 5.x

In Word versions 3.x-5.x, check the following:

• If the main document when printed out includes the merge codes (just as it looks on screen), you probably chose Print instead of Print Merge. On the File menu, click Print Merge.
• If the data document printed out, activate the main document (which begins with "<<data filename>>") and then click Print Merge on the File menu again. The main document must be active to perform the print merge properly.
• Be sure that the special characters << and >> are created by using the OPTION+\ and SHIFT+OPTION+\ key combinations, not by typing the greater-than and less-than characters.