Contact List in Excel - Printing Labels in Word

I have a contact list in Excel which consists of 400 names and addresses. I
have successfully "mail merged" these into Word for label printing. Now I
would like to know if Excel/Word is capable of printing only a selection of
those 400 contacts? For instance, if I need labels for the contacts in row 5
thru 30, is there a way to only select contacts in row 5 thru 30 before the
mail merge is executed?

Thanks.

I would assume the specifics in Workd would vary by which version you are
using, but there should be an option to edit the recipients list. In word
2003, it puts up a dialog with check boxes where you can select which item
from the list in Excel you want to use.

--
Regards,
Tom Ogilvy


"Laura" wrote:

> I have a contact list in Excel which consists of 400 names and addresses. I
> have successfully "mail merged" these into Word for label printing. Now I
> would like to know if Excel/Word is capable of printing only a selection of
> those 400 contacts? For instance, if I need labels for the contacts in row 5
> thru 30, is there a way to only select contacts in row 5 thru 30 before the
> mail merge is executed?
>
> Thanks.

I'm using Word/Excel 2000. I have not seen the dialog box where you can
select items from the Excel chart as you suggested - maybe it's not an option
in my version. However, the mail merge does allow me to set "selection
parameters" but it is not a manual selection - instead it is a parameter.
For instance, I can specify that Word only print labels for someone with the
last name "Smith" or someone who lives in a particular city. But what I
haven't seen (but really need) is where my selection is manual from Excel or
a row range....something like that. Thanks for your comments, I will
definately dive deeper into this to see if I'm missing something. I'm still
open for other comments.

"Tom Ogilvy" wrote:

> I would assume the specifics in Workd would vary by which version you are
> using, but there should be an option to edit the recipients list. In word
> 2003, it puts up a dialog with check boxes where you can select which item
> from the list in Excel you want to use.
>
> --
> Regards,
> Tom Ogilvy
>
>
> "Laura" wrote:
>
> > I have a contact list in Excel which consists of 400 names and addresses. I
> > have successfully "mail merged" these into Word for label printing. Now I
> > would like to know if Excel/Word is capable of printing only a selection of
> > those 400 contacts? For instance, if I need labels for the contacts in row 5
> > thru 30, is there a way to only select contacts in row 5 thru 30 before the
> > mail merge is executed?
> >
> > Thanks.

Hi Laura,

Take your Excel list and hide rows 2 to 4 and 31 to the end. Then Save your
Excel workbook. When you print the labels in Word it shouldn't see the
hidden rows.

CHORDially,
Art Farrell

"Laura" <Laura@discussions.microsoft.com> wrote in message
news:406E2303-BE4D-4BE0-AA1C-979135F8243E@microsoft.com...
> I have a contact list in Excel which consists of 400 names and addresses.
I
> have successfully "mail merged" these into Word for label printing. Now I
> would like to know if Excel/Word is capable of printing only a selection
of
> those 400 contacts? For instance, if I need labels for the contacts in
row 5
> thru 30, is there a way to only select contacts in row 5 thru 30 before
the
> mail merge is executed?
>
> Thanks.

Hi Art,

Well, that was easy!!! Thanks. One more question....now that some of my
rows are "hidden"...is there a way to "unhide" them once I've printed the
labels I need? My main question is does "hiding" the rows essentially delete
them? If so, then it appears that I need to first save my chart as something
else so as not to destroy my original address chart....right?

Thanks - Laura

"Art Farrell" wrote:

> Hi Laura,
>
> Take your Excel list and hide rows 2 to 4 and 31 to the end. Then Save your
> Excel workbook. When you print the labels in Word it shouldn't see the
> hidden rows.
>
> CHORDially,
> Art Farrell
>
> "Laura" <Laura@discussions.microsoft.com> wrote in message
> news:406E2303-BE4D-4BE0-AA1C-979135F8243E@microsoft.com...
> > I have a contact list in Excel which consists of 400 names and addresses.
> I
> > have successfully "mail merged" these into Word for label printing. Now I
> > would like to know if Excel/Word is capable of printing only a selection
> of
> > those 400 contacts? For instance, if I need labels for the contacts in
> row 5
> > thru 30, is there a way to only select contacts in row 5 thru 30 before
> the
> > mail merge is executed?
> >
> > Thanks.
>
>
>