HOW TO: Perform a Mail Merge for Multiple Publications That Contain Different Addresses Per Page in Publisher 2000

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. You cannot, for example, 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 containing 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 Mail Merge menu, click Open Data Source.
4. In the Open Data Source dialog box, select how you want to attach your data source (address list). For example, if you already have an existing address list that you want to use, click Merge information from another type of file.
5. In the Open Data Source dialog box, select the address list that you want to use, and then click Open.
6. Use the Insert Fields dialog box to insert the merge fields that you want to use in your publication.
7. After you insert the merge fields that you want, click Page Setup on the File menu.
8. In the Page Setup dialog box, under Choose a Publication Layout, click Labels. Under Choose a Label, select a label layout that corresponds to the number of publications that you want to print (merge) per page.
   
   For example, if you select the Avery 5164 - Shipping label, the merge will print six publications per page containing six different records (addresses) of your address list.
9. Click OK to close the Page Setup dialog box.
10. On the Mail Merge menu, click Merge to complete your mail merge.

For additional information, click the article numbers below to view the articles in the Microsoft Knowledge Base: