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Mail Merge: Postcards - Merge to the Next Record?

11794 Views 19 Replies Latest reply: Dec 17, 2011 1:48 PM by jhstarr RSS
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Lindsay West Calculating status...
Currently Being Moderated
Sep 10, 2010 10:16 AM
Good Afternoon -
I have created a postcard document, and there are 4 postcards to one page. When I create a mail merge from a numbers document, it makes all 4 postcards on one page the same addressee. How can I make it move tot he next record in the same document. (I assume this is an issue for people creating labels as well).
I've scoured help and these forums and haven't figured it out.
Any suggestions would be much appreciated!
Lindsay
MacBook Pro Core i7, Mac OS X (10.6.4)
  • PeterBreis0807 Level 7 Level 7 (27,350 points)
    Pages only merges one set of data per page.

    1. You can reduce the page to just one postcard and then export the set to pdf and drag the individual postcards back into Pages.

    2. You can let the merge run and then delete the page breaks between the sets of merges to bring them back onto one page.

    3. You can print the postcard designs as blanks, then reprint the address information on them directly from *Address Book* where you can merge multiple addresses to one page.

    Peter
    Aluminium iMac 24" 2.8Ghz, Mac OS X (10.5.8), The closest you'll ever get to there, is here.
  • ElViejo1939 Calculating status...
    Here's how to get Pages 09 to print mailing labels from a Numbers spreadsheet. Example is for Avery 5163 (2 across, 5 down, each label is 2x4 inches). For other labels you'll have to fiddle with the dimensions.

    1. Format a document with 0.5 margins all around, and two columns.

    2. At the top of the left hand column, insert a text box the width of the column and 2.0 inches high.

    3. Using the "Wrap" window in the inspector, set the box characteristics to "Inline," "Object Causes Wrap" and "Extra Space" to 0 (zero) points.

    4. Put your merge fields inside the box.

    5. Do your merge. You'll get a multipage document with one label per page.

    6. Bring up Find & Replace -> Advanced. In the "Find" field use the "Insert" button to insert a Section Break (not a Page Break) Leave the "Replace" field blank. Do a "Replace All."

    This will kill all the Section Breaks that Pages puts in (why did they do this?) and the text boxes will all slide into place, ten per page in this case.
    iPad iMac G4 Powerbook(s) iBook
  • Nately Level 1 Level 1 (145 points)
    Currently Being Moderated
    Jan 13, 2011 12:23 PM (in response to ElViejo1939)
    Fabulous instructions!
    I was able to adapt these for the Avery 5392 Name Tag (3x4").
    Set Word Processing document to have 1 inch margins on top and bottom, 2 columns, and .5" side margins.
    Created a text box 3.08 wide by 3 high and placed my merge fields.

    Worked like a charm. Thanks!
    iMac 27", Mac OS X (10.6.6), iPhone 4, MacBook Pro 15"
  • Jerrold Green1 Level 7 Level 7 (28,195 points)
    ElViejo1939 wrote:
    This will kill all the Section Breaks that Pages puts in (why did they do this?) and the text boxes will all slide into place, ten per page in this case.

    Viejo,

    I suppose Apple but a Section Break at the end of each Mail Merge record because it's Mail Merge, not Label Printer. It keeps the separate documents in a Mail Merge from running together. Keeps Page Numbering straight, etc.

    Never the less, great technique and clear instructions.

    Thanks,

    Jerry
    (dead)iMac G5, 10.5.8 / iMac Core 2 Duo & MBP, 10.6.6
  • tsmith42c Calculating status...
    You are a genius! Thanks so much.
    iMac, Mac OS X (10.6.6)
  • akaledger Calculating status...
    My goodness! I like to think I can work my way around things, but I too was tearing my hair out thinking of a solution/fix/work-around. That was pure GENIUS! Well done and thank-you. Love these forums!
    MacBook Pro, Mac OS X (10.6.4)
  • PeterBreis0807 Level 7 Level 7 (27,350 points)
    Thank you ElViejo1939

    Great example of lateral thinking.

    I've added this as a completed tip here:

    http://www.freeforum101.com/iworktipsntrick/viewtopic.php?p=402&mforum=iworktips ntrick#402

    Peter
    Aluminium iMac 24" 2.8Ghz, Mac OS X (10.6.6), The closest you'll ever get to there, is here.
  • iMovie Tyro Calculating status...
    I am new to mail merging with Pages and Numbers (Appleworks was a piece of cake!)

    I am good w/ your instructions up to 4. Put your merge fields inside the box. - when I click on Edit at that point, the mail merge option is not available to choose??

    Printing labels and mail merges are a big part of my business computing!

    Help is appreciated.

    - Jill
    PowerBook G4 (still going relatively strong), MacBook Air
  • iMovie Tyro Level 1 Level 1 (0 points)
    oy, never mind! I'm adding the merge fields! :\
    PowerBook G4 (still going relatively strong), MacBook Air
  • iMovie Tyro Level 1 Level 1 (0 points)
    I still need help I was able to add the merge fields, did the find/replace, but nothing moved?

    This is a drag
    PowerBook g4
  • PeterBreis0807 Level 7 Level 7 (27,350 points)
    +Menu > View > Show Invisibles+

    Copy and paste what you find between the boxes into the Find/Replace dialog.

    You are probably just searching on the wrong characters. If it can't find what is there, it can't delete them.

    Peter
    Aluminium iMac 24" 2.8Ghz, Mac OS X (10.6.6), The closest you'll ever get to there, is here.
  • iMovie Tyro Level 1 Level 1 (0 points)
    I just got it to work doing it a little differently!

    Thanks for getting back to me!

    - Jill
    hoping I can replicate this!
    PowerBook G4 (still going relatively strong), MacBook Air
  • iMovie Tyro Level 1 Level 1 (0 points)
    Hallelujah - I did replicate it. The only thing I did differently than the instructions - I did not add any columns. I made my text box roughly the same size as the avery label I will print to (mailing labels). Put the text box in the upper left corner and proceeded as outlined. For me, I ended up w/ 3 columns & 10 rows, which is perfect.

    Thanks for these instructions.

    - Jill
    PowerBook g4
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