Nancy I have a similar file, and that's what I was using when I checked this. Using Word 2007 (I haven't worked much with this in 2013 yet.) I think you approached this a different way than I did, but you might want to try this and see if it works for you. In Excel: My column headers are: E or US Last name First Name Mailing Address City State Zip The file also includes extraneous columns (email address, phone numbers, last paid dues date, whether family or single membership) that I don't use for this, so I'll note how to deal with that first. First, if you don't have one, add a column that indicates "electronic" or "US Mail." Sort the database so the US Mail are on top. Select the columns you will use for the mail merge. Copy them down to the end of the US Mail group, and paste into Sheet 2. You might want to label the sheet "US MAIL" In Word, 2007, using Mailings Labels Avery 5260 New Document Mailings Select Recipients Use Existing List (find current .xls list in Explorer) Select the table where the addresses are, (US MAIL) check mark on "first row of data contains column headers" Go to "Insert Merge Field"(Or, do this by using "Address Block" -- either works) Individually put in the fields as you want them (I put in "First Name" space "Last Name", etc.) Personally, I like to fiddle with the position of the merge codes on the label, so I add a line above and a bit of space to the left. Makes it easier if printers aren't quite in line. Click on "Preview Results" Take a look at the label. Make sure it looks as you intended, and there are not runon parts. Click on "Update Labels" This will populate all the cells in the table with the merge codes. Click on "Finish and Merge." That should populate the table with all the names and addresses Your page should be ok. For the electronic versions, I just copy the email addresses, put them in a word pad, and plug in the semi-colons. Easier that way, as then I don't have to mess with the address book. Of course, I have to redo that part for each issue, since new members are added, addresses change, and people drop off. But at least that way I only have to make one change, and then copy for the other uses. Let me know if this helps. Pat In Tucson -----Original Message----- From: [email protected] [mailto:[email protected]] On Behalf Of Nancy Sent: Friday, March 15, 2013 12:01 PM To: [email protected] Subject: Re: [GN] MS Excel database Question Pat I am saving the changes made in Excel. I had the Plus 4 zip codes in a different field. I was trying to move them into the zip code field so I can eliminate one column. I was able to do that individually. When looking at the fields (columns) to do a mail merge, I can only access 12 columns (thus the elimination of at least one column) I am trying to print labels in Word 2007 with mail merge. In the last two weeks I have changed the printer from an HP 4200 to an HP 8600. While trying to print the labels I am not able to access all the fields in my database. The labels should be printed for those members who do not receive their newsletter electronically. Since I am unable to access the field that indicates that information, I copied the database then deleted those who do get their newsletter electronically. So now I have a database for the newsletter labels. So far so good. I went through the whole process of getting the labels formatted and ready for printing, then it told me (after 20 minutes) it was unable to merge the information. I canceled the print job but it said something about 75 pages. I print 230+ labels on 30 per page. It should not be 75 pages, only 8 pages. Things in the Excel program have changed, but I don't think a change of printers should make that difference. I haven't thrown out my old HP4200, I may connect that back up to print these labels. If I do that, at least I will know if it is the program or the printer. Nancy From: "Kith-n-Kin" <[email protected]> > Nancy > Was pondering this, and even though I recalled seeing it, couldn't > remember what it was, when I just went to update a file of my own and > put in a zipcode that insisted on being 5253 instead of 05253. So, I > changed the format to text. The little green arrow came up. If you > click on the cell, a small box with a caution symbol comes up. > Clicking on that notes a way to change the format, and the information > that and the box that you have a number stored as text. Which, if you > are not planning on adding up any numbers, is exactly what you want. > Otherwise you get anomalies as dropped 0's or decimal points and such. > If I were you, I'd format the phone numbers as "special" "Phone > number." And, while I'm at it, I'm changing the zip codes to "special" > "zip code" <G> You can tell Excel to "ignore" the perceived error or > storing a number as text. > One question is, when you "save changes to a database" how does the > cell behave? I presume you are saving to Access? Does the "error" > produce any problems? > Pat > > -----Original Message----- > From: [email protected] > [mailto:[email protected]] On Behalf Of Nancy > Sent: Friday, March 15, 2013 9:02 AM > To: Gen-Newbie Rootsweb > Subject: [GN] MS Excel database Question > > In an Excel 2007 database what do the little green triangles at the > top left of a cell mean? Why does it change in some cells when I save > changes to a database? > > It seems to be only on numeric fields but not on telephone numbers> > > Nancy > > ******************** > > Gen-Newbie's website: > > http://www.rootsweb.com/~newbie/ > > > ------------------------------- > To unsubscribe from the list, please send an email to > [email protected] with the word 'unsubscribe' without > the quotes in the subject and the body of the message > > > ******************** > > Gen-Newbie's website: > > http://www.rootsweb.com/~newbie/ > > > ------------------------------- > To unsubscribe from the list, please send an email to > [email protected] with the word 'unsubscribe' without > the quotes in the subject and the body of the message ******************** Gen-Newbie's website: http://www.rootsweb.com/~newbie/ ------------------------------- To unsubscribe from the list, please send an email to [email protected] with the word 'unsubscribe' without the quotes in the subject and the body of the message