WD2000: Label Mail Merge Displays Extra Row of Labels (209859)

SYMPTOMS

After you use mail merge to merge your address list to labels, when you view your merged label document in print preview (on the File menu, click Print Preview), you may see an extra row of labels at the bottom of each page. This row contains the first record from the next page and may be truncated if there is more information than can fit in the remaining space on the page.

NOTE: The first row of labels on the next page either correctly displays the same records that are found in the truncated label row or displays an empty space where the first row should be. When you print the labels, they are printed correctly.

CAUSE

This problem is a display-only problem that occurs when you view your labels in print preview and occurs with the following labels:

Avery 5160
Avery 5161
Avery 5162
Avery 5660
Avery 5920
Avery 5922
Avery 5961
Avery 8662

NOTE: This problem can also occur when you use a custom label for your mail merge with dimensions similar to those of the listed labels.

WORKAROUND

To work around this problem, use either of the following methods.

Method 1: View Your Labels in a Different View

To change to either print layout view or normal view, follow these steps:

Click Close to close Print Preview.
On the View menu, click either Print Layout or Normal.

Method 2: Change the Setting for the Bottom Margin of the Page

When you create labels (on the Tools menu, click Envelopes and Labels), the bottom margin for some label sizes is set to 0" (zero-inches). To work around this problem, change the bottom margin of the mail-merge main document or the merged label document to the same value as the top margin. To do this, follow these steps:

Open your label document in Word.
On the File menu, click Page Setup.
On the Margins tab, change the Bottom box to the same value as the Top box. For example, change the Bottom box to 0.5".

NOTE: Click Fix if you receive the following message:

One or more margins are set outside the printable area of the page. Choose the Fix button to increase the appropriate margins.

For additional information about this message, click the article number below to view the article in the Microsoft Knowledge Base:
191031 WD2000: Message: One or More Margins Are Set Outside the Printable Area of the Page
Click OK to close the Page Setup dialog box.