One can use mail merge to take data from a database, spreadsheet, or any other form of structured data. It can also be inserted into documents like letters, mailing labels, and name tags. But sometimes, users have encountered some common mail merge issues in Microsoft word. These problems can be due to multiple reasons, find the exact cause and proper troubleshooting methods to get out of it at the earliest.
Mail merge basically requires two files, one for storing the variable data that is to be inserted and the other contains both the instructions for formatting the variable data. You can easily do a mail merging in Microsoft Publisher, but there might be some problems while doing a nice mail merge in Microsoft Word. Check out some of the most common issues and proper troubleshooting methods to fix the problem.
How to Resolve Common Mail Merge Issues in Microsoft Word?
Given below are some of the most common issues that people generally face while doing Mail merge in MS Word.
Problem 1. Mail Merged Barcode Doesn’t Work
Sometimes, Microsoft Word add-in extra spaces that generally users don’t want. If your barcodes aren’t working properly, check the extra spaces around the merged field. Also, ensure if there are any leading and trailing characters adjacent to the merged field as there is no space required between them and the merged field.
Problem 2. There might be some Extra Page at the Bottom
As mentioned in the above point, Word likes to add spaces. To fix this extra page or to get out of it, follow the steps given below:
- Go into draft mode.
- Select the paragraph offending symbol.
- Reduce the font size to 1.
- Change the line spacing to 0 (It can also be 0.06 or similar).
Problem 3. Code 39 Leading & Trailing Asterisks Issues
If you are using asterisks, then use parenthesis rather than asterisks for Code 39 barcodes in MS Word. As asterisks are generally used to bold something in Microsoft Word and can confuse users. If you’re using any other barcode font, check what alternative leading and trailing symbols you can use for your barcode.
Problem 4. Mail Merge Is Skipping Some Records
Check whether there are any extra next record rules present in your document. A common example of some problem rules is <<MergedField>><<NextRecord>><<NextRecord>><<MergedField>><<NextRecord>>
Sometimes, the second Next Record will be skipped and this can create a problem for you. In such a case, you can either have your next records after your Merged Field or before it. So, you have to decide on a pattern and go with it.
There are multiple reasons by which mail merge may not work properly on Microsoft word. Instances may occur when you need to apply some technical methods to troubleshoot Mail merge issues. It could be an unexpected or improper method to merge files or some security-related problem of your MS Word file that you want to merge.