How to perform a mail merge for multiple publications that contain different addresses per page in Publisher 2002

This step-by-step article describes how to set Microsoft Publisher to print multiple copies of a publication on a single sheet of paper with different addresses on each publication.

When you create a mail merge publication, you can only merge a single address (record) from your address list with your publication. For example, you cannot have a single publication that includes the names and addresses for two or more different people simultaneously, unless your address list contains the addresses for two or more people in a single record.

The most common reason for wanting to merge two or more records on a single page is to print multiple copies of the publication on the same page. For example, you may want to print several publications on a page with each publication having a different address from your address list.

How to Create Multiple Publications on a Single Page That Contains Different Addresses

To merge a page of publications that contain different addresses, follow these steps:

1. Start Microsoft Publisher.
2. Open or create the publication that you want to merge as multiple publications per sheet with different addresses.
3. On the Tools menu, point to Mail Merge and then click Mail Merge Wizard.
4. In the Mail Merge task pane, in Step 1 of 4, click Use an existing list, and then click Browse.
5. In the Select Data Source dialog box, click the address list that you want to use, and then click Open.
6. Click OK to close the Mail Merge Recipients dialog box.
7. Click Next: Create the Publication to proceed to Step 2 of 4.
8. Insert the merge fields as you want them to appear on each publication for the page.
9. Continue the mail merge process to Step 4: Complete the merge.
10. On the File menu, click Page Setup.
11. In the Page Setup dialog box, on the Layout tab, change the Publication type to Postcard or Label. Then change the Page Size box to correspond to the number of publications that you want to print (merge) per page.
    
    For example, if you selected Labels, select a corresponding label format that produces the number of corresponding labels (publications) per page that you want to print (merge). If you click Avery 5164 - Shipping page size, the merge prints six publications per page that contains six different records (addresses) of your address list.
    
    If you click Postcard, select a corresponding postcard layout to produce the number of postcards (publications) that you want to print (merge) per page. If you click 1/4 page Letter page size, the merge prints four publications per page that contains four different records (addresses) of your address list.
12. Click OK to close the Page Setup dialog box.
13. On the Mail Merge task pane, click Print (under Merge) to complete your mail merge.

For more information, click the following article numbers to view the articles in the Microsoft Knowledge Base: