Word Label mail merge with image only if there is a record

Question

Hi Guys, spent most of my sunday getting my mail merge skills up to speed ;) SITUATION List of computernames (10 in this example) Avery 48 label per sheet A4 Label should have a logo on it when there is data PROBLEM 1 I can click "Update Labels" and the 10 names populate the first 10 labels. but the image get replicated to all labels. I want it to only show on the labels that contain a computername. WORKAROUNDS I could first print the logo on all labels first. Then make a new document without the logo and just the computername records and feed the logo labels back in the printer and print only the names the second pass. But would be cool to do it in one go. PROBLEM 2 Zo lets assume I get the first and only first 10 labels printed with Logo A. Next day I need to print 15 more with a different label, so I copy the same document and switch the label and update the recipients. How can I tell word to start at label 11 as the ten before are already used? By adding 10 empty records in the source? ![82116-image-089.png][1] [1]: /api/attachments/82116-image-089.png?platform=QnA

Answer 1

anonymous user

PROBLEM 1:

>but the image get replicated to all labels.

How did you insert the image? Is it by inserting in the label or from the source list?
If it is from the source list, I suggest you back up files first, then delete the corresponding images to check the issue.
Besides, you could Edit individual labels to delete the unnecessary images after completing the merge.

PROBLEM 2:

>How can I tell word to start at label 11 as the ten before are already used?

Do you mean to print the next 15 labels immediately after the first 10 labels?
Could you provide us with a sample file? So that we can check the issue better. Thanks for your understanding.

Any misunderstandings and updates, please let me know.

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Answer 2

Hi Emily

I followed this MS video

video-format-and-add-a-graphic-d7755be9-b24c-4f25-82ca-ba6ebeddf41c

So I added the image in the first label and then clicked update labels.

But I thing you get what I am trying to say right? If I only hve 5 records in the access DB, I want word to only print the firt five labels with computernames and the image and leave the other labels empty

I attached the document. Oh no I cannot upload a doc file here. How can I send you?

Answer 3

The simple solution for (1) is to insert the image in an IF field coded along the lines of:
{IF{MERGEFIELD Data}<> "" "Your image goes here"}
where 'Data' is any field that is any field that exists for all valid records (e.g. 'ComputerName').

Note: The field brace pairs (i.e. '{ }') for the above example are all created in the document itself, via Ctrl-F9 (Cmd-F9 on a Mac or, if you’re using a laptop, you might need to use Ctrl-Fn-F9); you can't simply type them or copy & paste them from this message. Nor is it practical to add them via any of the standard Word dialogues. The spaces represented in the field constructions are all required.

For (2), see:
https://answers.microsoft.com/en-us/msoffice/forum/all/mail-merge-labels/163507a6-1f4d-40d8-a6b7-84313c29bd13
https://www.msofficeforums.com/73079-post6.html