WD: Unable to See List of Merge Fields (188788)


The information in this article applies to:

  • Microsoft Word for Windows 6.0
  • Microsoft Word for Windows 6.0a
  • Microsoft Word for Windows 6.0c
  • Microsoft Word for Windows 95
  • Microsoft Word for Windows 95 7.0a
This article was previously published under Q188788

SYMPTOMS

If there are many fields in your data document, or if the fields have very long names, you may be unable to see the list of field names when you click the Insert Merge Field button in the main document. Instead, a long line will appear along the left side of the screen, or only the last few field names will appear.

CAUSE

Word is actually displaying the list of merge field names, but the list is moved off the left edge of the screen. The long vertical line that appears is actually the right edge of the box of names. This problem is less noticeable on video cards with higher resolutions.

WORKAROUND

To work around this problem, the methods appropriate for the type of document you are creating.

(All Documents) Move the Button

Move the Insert Merge Field button to the right side of the Mail Merge toolbar.

Form Letters

With the insertion point where you want your first field, press ALT+SHIFT+F. This brings up another Insert Merge Field dialog box. Select the field you want and click OK.

Envelopes

Use a smaller data document, one that contains only those fields you will actually merge.

-or-
  1. In the Envelope Options box, select the options that correspond to your envelope. Click OK.
  2. In the Envelope Address box, leave the Sample Envelope Address blank. Click OK.
  3. Close the Mail Merge Helper.
  4. The insertion point is at the beginning of the return address. Press CTRL+HOME to move the insertion point to the receiver's address location.
  5. With the insertion point where you want your first field, press ALT+SHIFT+F. This brings up another Insert Merge Field dialog box. Select the field you want and click OK.
  6. Type any punctuation you need and repeat step 5.

Labels

Use a smaller data document, one that contains only those fields you will actually merge. Or, follow these steps:
  1. In the Label Options box, select the size and number of labels you will be using. Click OK.
  2. In the Create Labels box, leave the Sample Label blank. Click OK.
  3. Close the Mail Merge Helper.
  4. You are now in the main document, which now contains a table. Place the insertion point in the first cell of the table.

    If you do not see the dotted lines that separate the rows and columns of the table, choose Gridlines from the Table menu.
  5. Press Alt+Shift+F to bring up a different Insert Merge Field dialog. Select the appropriate Mail Merge Field, click OK.
  6. Add any spaces, returns, or punctuation and then press ALT+Shift+F to insert the next merge field.
  7. When you have finished laying out the first label, highlight the contents of the first cell.
  8. On the Edit menu, click Copy.
  9. Place the insertion point in the next cell. Click the Insert Word Field button and select Next Record. This inserts a field called "Next" that signals to Word that it is to print the contents of the next record in this cell.
  10. On the Edit menu, click Paste. The contents of the first cell have now been pasted in this cell.
  11. Highlight the contents of this second cell.
  12. On the Edit menu, click Copy.
  13. Move the insertion point to the beginning of the next cell, and choose Paste.

    Repeat step 13 for each of the remaining labels. When you have filled each label, you are ready to perform the mail merge.

(All Documents) Create a Macro

WARNING: ANY USE BY YOU OF THE CODE PROVIDED IN THIS ARTICLE IS AT YOUR OWN RISK. Microsoft provides this macro code "as is" without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability and/or fitness for a particular purpose.

Microsoft provides examples of Visual Basic for Applications procedures for illustration only, without warranty either expressed or implied, including, but not limited to the implied warranties of merchantability and/or fitness for a particular purpose. The Visual Basic procedures in this article are provided 'as is' and Microsoft does not guarantee that they can be used in all situations. While Microsoft support professionals can help explain the functionality of a particular macro, they will not modify these examples to provide added functionality, nor will they help you construct macros to meet your specific needs. If you have limited programming experience, you may want to consult one of the Microsoft Solution Providers. Solution Providers offer a wide range of fee-based services, including creating custom macros. For more information about Microsoft Solution Providers, call Microsoft Customer Information Service at (800) 426-9400.

Create the following macro that opens the Insert Field dialog box and add the macro to the Mail Merge toolbar: 
   Sub MAIN
      Dim DLG As InsertMergeField
      GetCurValues DLG
      If Dialog(DLG) Then InsertMergeField DLG
   End Sub

STATUS

Microsoft has confirmed this to be a problem in the Microsoft products listed at the beginning of this article.
Modification Type:MinorLast Reviewed:8/17/2005
Keywords:kbbug kbmerge kbpending KB188788
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