I can't think of any way to link the individual paragraphs to each
member's
record in the database to enable me to merge. Is this possible?
There are various ways you could approach this, depending on the precise
requirements.
Broadly speaking, if I were doing it, I would probably try to put most of my
effort into getting the data correct:
a. add twenty fields/columns to my database, one for each different
paragraph
b. ensure that each record in my database specified the correct paragraphs
c. use { IF } fields in my Word MailMerge Main document to include or
exclude each paragraph, e.g. if the fields are named para1,para2,...,para20
and each field contains "Y" to include the paragraph, "" or "N" otherwise:
{ IF "{ MERGEFIELD para1 \*Upper }" = "Y" "para 1 text here" ""
}{ IF "{ MERGEFIELD para2 \*Upper }" = "Y" "para 2 text here" ""
}{ IF "{ MERGEFIELD para3 \*Upper }" = "Y" "para 3 text here" ""
}
and so on, where all the {} are the special field code braces you can insert
using ctrl-F9.
If, on the other hand, you really have to do this stuff on an ad-hoc basis,
you could use ASK fields to prompt the user for information about which
paragraphs to include, and test the results. However, in my view that's
asking for trouble.
Peter Jamieson
"Sandra via OfficeKB.com" u5657@uwe wrote in message
news:60a3f43a4d753@uwe...
I currently have a database holding details of 400+ members.
Each member is to receive a letter containing standard text. Depending on
circumstances each member will need variable paragraph(s) inserting in the
same place within the document (somewhere in the middle of the standard
text).
There are approximately 20 different paragraphs and one member might need
two
of the standard paragraphs inserting whilst another might need nine of the
standard paragraphs inserting, etc.
I can't think of any way to link the individual paragraphs to each
member's
record in the database to enable me to merge. Is this possible?
At the moment the paragraphs are just one long document.
The only way I can think of is to save each individual paragraph as an
autotext entry and then insert the required paragraph into the individual
letters, although this would mean re-typing all the names, address,
salutation again.
Your advice would be most appreciated.
Sandra
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