How do you troubleshoot common mail merge errors and issues?

1 Check your data source

Check your data source file, which can be an Excel workbook, a Word document, an Access database, or a CSV file. Make sure that your data source has a header row with the names of the fields that you want to merge, and that the data is formatted correctly for each field. To merge dates, make sure that they are formatted as dates in your data source, not as text or numbers. Avoid using spaces, punctuation, or special characters in your field names, as they may cause problems when you insert them into your main document.

2 Update your labels

If you are using mail merge to create labels, you may encounter issues with the layout, spacing, or alignment of your labels. To fix these issues, update your labels after you insert your merge fields into your main document. To do this, click on the Mailings tab, and then click on Update Labels in the Write & Insert Fields group. This will copy the merge fields and formatting from the first label to all the other labels in your document. Use the Preview Results and the Match Fields options to check and adjust your labels before printing or saving them.

4 Troubleshoot your fields

Sometimes, you may encounter errors or issues with the fields that you insert into your main document, such as missing data, incorrect formatting, or wrong calculations. To troubleshoot these issues, display the field codes instead of the field results in your main document. To do this, press Alt+F9 on your keyboard, or right-click on a field and select Toggle Field Codes. This will show you the syntax and parameters of your fields, and help you identify and correct any errors or mistakes. Use the Field dialog box to insert, edit, or update your fields.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?