I created a mail merge with merge fields in the header body and footer of my document.

When complete the merge the data looks fine in my document i.e. all merged fields properly rendered.

As soon as I try to print or save a PDF the document header and footer merge fields change to the unmerged format i.e. <<Mergefield1>>

Does anyone have a workaround or solution for this problem?

Thank you in advance

Gene

• Edited by GeneJ927 Monday, January 09, 2012 6:48 PM

Hi,

First, ensure that the Header/Footer output is visible in print preview. Start Word > Click File > Print.

Which Mail format are you using when merge to E-mail? HTML, Plain Text or Attachment.

Is there has external sources on Header/Footer?

You can follow this article steps test if it works:

"Use mail merge to create and print letters and other documents"

http://office.microsoft.com/en-us/word-help/use-mail-merge-to-create-and-print-letters-and-other-documents-HA101857701.aspx?CTT=1

Note: This article discribe Word 2010, please let me know if you did not use the same version of Office.

Please take your time to try the suggestions and let me know the results at your earliest convenience. If anything is unclear or if there is anything I can do for you, please feel free to let me know.

Best Regards.

I'm am using Office 2010.
The header and footer are in the document(not from outside source) an show up in the merged document preview.

The merge fields are not shown with the variable filled in. i.e. <<mergefield1>>.

I have tried merge to PDF, Merge to new word document.
I tried printing to PDF and word documents with same result.

I will look at the link you sent me when I get to the office today.
I can send you a sampale copy of what I am using  if that would help.

Thank you for your response.

Gene

Hi Gene,

Please test to change Document Views to Print Layout, Click View tab > Document Views.

If change document views cannot resolve this problem, you can share word document to web space, such as Skydrive (https://skydrive.linve.com)

Best Regards.

William,

I have attempted to set this up as you have said and I am not getting anywhere.
How do I use the skydrive to provide you with the merge document and datasource excel sheet.

Thanks

Gene

Hi Gene,

Your problem description suggests you're using a Directory/Catalogue merge or, perhaps, a label merge. Since a given Section can only have a maximum of three headers (and then only if the Section is configured for them) and these merges only output a single Section, the mergefield in your header cannot be properly evaluated and rendered as text. Accordingly, you'll need to either change the merge type or move the problem mergefield out of the page header and place it in the body of the document.

Hi Gene,

Your problem description suggests you're using a Directory/Catalogue merge or, perhaps, a label merge. Since a given Section can only have a maximum of three headers (and then only if the Section is configured for them) and these merges only output a single Section, the mergefield in your header cannot be properly evaluated and rendered as text. Accordingly, you'll need to either change the merge type or move the problem mergefield out of the page header and place it in the body of the doc

Paul,

I'm having the same problem as Gene1927. My mail merge document has merge fields in the footer that appear just fine until I view them in Print Preview or save the file as a PDF.  When I do either one <<Mergefield1>> appears. 

My footer merge fields are not in Shapes.  They are strictly text. The same merge fields are also used in the body of the text and remain unchanged when I save as PDF or view the print preview.  Only the footer text is disrupted.

I use this feature for large numbers of reports and it is frustrating to have to manually reenter the field data. Any suggestions would be greatly appreciated.

Is there a macro that can effectively copy and paste special all merged fields? or another command that can kill the links once merged?

Thank you,

PCorsinita

I'm with you on the "Maybe Microsoft needs to get off their rump and fix garbage like this" remark. This problem has been nagging me for years.

My only workaround is to relink to the data source which is ridiculous and time consuming.

Click the Mailings tab in Word. Click Select Recipients. Click Use Existing List" and reselect the data source.

Seems like MS should just make an option to kill the links in a document after a merge has been completed.

Your description shows you're probably saving previews of the mailmerge instead of executing it. MS can't be expected to fix problems between a user's seat and keyboard.

Au contraire, I have indeed understood the issue. It's puerile for anyone to suggest "Microsoft needs to get off their rump and fix garbage like this" for not fixing something that isn't broken and, contrary to what was asserted, never 'worked' in previous versions.

As Doug Robbins found in GeneJ927's case, the merge fields were inside Shapes (e.g. textboxes).  When you execute the merge in such cases, the data are not inserted into the fields and they remain active in the document. Your description suggests you have the same problem.

So, if you're:
not merely saving a preview of the merge;
not doing a label or directory merge;
not using shapes,
the most likely remaining possibility is that your mailmerge main document has some form of corruption.