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Can't Place Merge Field In Header Of a Catalog Merge Document

Summary: Word can perform several different types of mail merge operations, and the type you choose can affect how you are able to use merge fields in the merge document. This tip explains how catalog merges are different from other types of merges, and how that affects placing merge fields in a header or footer. (This tip works with Microsoft Word 97, Word 2000, Word 2002, Word 2003, and Word 2007.)

Christy asked why she couldn't get Word to place merged data into the header of a document when creating a catalog. Word would work just fine when creating form letters, but not when doing catalogs.

There are several different types of merge operations you can do in Word. The Mail Merge feature allows you to easily create labels, envelopes, form letters, and catalogs. Understanding the differences between creating form letters and creating catalogs is essential in understanding why you can't insert merge data in a header or footer.

When you create form letters, Word creates a new letter (document) for each record in your data source. It separates each letter by a section break. When you create a catalog, Word doesn't have this one-to-one equivalence between sections and data records. Catalogs are designed to have multiple records per page--just like product entries in a printed catalog.

Let's say you place the data field "Part Number" in the header of a catalog merge document. Further, Word is able to place fifteen actual records on the final merged page. Exactly which part number is Word supposed to place in the header of the page? It has fifteen to choose from, since it placed fifteen records on the page. Because there is no on-to-one correspondence between records and sections, Word can't place the data in the header or footer.

One way around this, of course, is to utilize Word's fields. Instead of placing a data field in the header, place a field that references the first or last occurrence of a style on a page. For instance, you could format your part numbers so they used a particular heading level. Your header or footer could then reference that style, so the merged document would show the first or last part number on a particular page.

Tip #1578 applies to Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Great Idea! Word is a tool to get what you really want—printed output. This means you need to make sure that Word works as well as possible with your printer, whether it is sitting on your desk or in a room down the hall.
 
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