Home |
Search |
Today's Posts |
#1
|
|||
|
|||
New Records printing on odd pages - Word 2000
I am using a mail merge to create specifically tailored letters which are
differing in page length and I wanted to know how to get each new letter to print on an odd page such that each letter can be seperated so that they can printed on duplex (front and back) Thanks |
#2
|
|||
|
|||
Edit the template so it has two pages.
"Bevan" wrote in message ... I am using a mail merge to create specifically tailored letters which are differing in page length and I wanted to know how to get each new letter to print on an odd page such that each letter can be seperated so that they can printed on duplex (front and back) Thanks |
#3
|
|||
|
|||
Thanks for the response Jezebel, but I aplogise for not being more specific.
I can't just insert another page as then the format of the rest of the letters is changed. What I have is a mail merged document which reads off an access database. According to the database, if one field is "1" for instance, then the main document once merged will then include an additional page of information because of this entry of "1" in the database. This occurs with more than one field to the point where for each record read from the database into Word into the document from the access database, there could be anywhere from 11-20 pages. What I was hoping to achieve is that regardless of how many pages each record becomes, I wanted to be able to print off each new record on a new odd page so that they can all be grouped properly in the same fashion such that each group of letters anywhere from the 11-20 possible pages could be seperated out and sent out in the same format rather than having the first page fall on and be printed on an even numbered page and then through duplex printing, having it printed on the reverse side of the last page from the previous record. I just want a new record always starting on an odd numbered page. Hope that this doesn't sound too confusing, but I would have thought that it would have been an easy thing to do and it might just be that I can't find the function to do this. Thanks for any assistance. "Jezebel" wrote: Edit the template so it has two pages. "Bevan" wrote in message ... I am using a mail merge to create specifically tailored letters which are differing in page length and I wanted to know how to get each new letter to print on an odd page such that each letter can be seperated so that they can printed on duplex (front and back) Thanks |
#4
|
|||
|
|||
OK, understand now. 'Page numbering' behaves strangely in mail merge
documents, as you might have found if you try to print a page range. Suggest you think about this in a different way: rather than getting each letter to start on an odd page, you want to find a way to get each page to fill an even number of pages. Try this: at the end of the letter, insert a field: { IF { = MOD({PAGE}, 2) = 1 "X" " " } In place of X insert a next page section break. This inserts a next page section break if the letter ends on an odd page, and a single space if on an even page. Once you've created your merge output, select the entire document and press F9 to update fields. "Bevan" wrote in message ... Thanks for the response Jezebel, but I aplogise for not being more specific. I can't just insert another page as then the format of the rest of the letters is changed. What I have is a mail merged document which reads off an access database. According to the database, if one field is "1" for instance, then the main document once merged will then include an additional page of information because of this entry of "1" in the database. This occurs with more than one field to the point where for each record read from the database into Word into the document from the access database, there could be anywhere from 11-20 pages. What I was hoping to achieve is that regardless of how many pages each record becomes, I wanted to be able to print off each new record on a new odd page so that they can all be grouped properly in the same fashion such that each group of letters anywhere from the 11-20 possible pages could be seperated out and sent out in the same format rather than having the first page fall on and be printed on an even numbered page and then through duplex printing, having it printed on the reverse side of the last page from the previous record. I just want a new record always starting on an odd numbered page. Hope that this doesn't sound too confusing, but I would have thought that it would have been an easy thing to do and it might just be that I can't find the function to do this. Thanks for any assistance. "Jezebel" wrote: Edit the template so it has two pages. "Bevan" wrote in message ... I am using a mail merge to create specifically tailored letters which are differing in page length and I wanted to know how to get each new letter to print on an odd page such that each letter can be seperated so that they can printed on duplex (front and back) Thanks |
#5
|
|||
|
|||
Alternative approach: I did a very quick test and this appears to work.
A letter merge in Word puts each rendition of the letter in a separate section of one big file. The easy way would be to replace those Next Page Section Breaks with Odd Page Section Breaks. But Find&Replace doesn't offer that option and I'm not sure how a macro would do it. It might work if you do a catalog or directory merge instead of a letter merge, and put an Odd Page Section Break as part of the base document. For catalog merges, Word does not put in a Next Page Section Break. DM On 1/30/05 4:41 PM, "Bevan" wrote: Thanks for the response Jezebel, but I aplogise for not being more specific. I can't just insert another page as then the format of the rest of the letters is changed. What I have is a mail merged document which reads off an access database. According to the database, if one field is "1" for instance, then the main document once merged will then include an additional page of information because of this entry of "1" in the database. This occurs with more than one field to the point where for each record read from the database into Word into the document from the access database, there could be anywhere from 11-20 pages. What I was hoping to achieve is that regardless of how many pages each record becomes, I wanted to be able to print off each new record on a new odd page so that they can all be grouped properly in the same fashion such that each group of letters anywhere from the 11-20 possible pages could be seperated out and sent out in the same format rather than having the first page fall on and be printed on an even numbered page and then through duplex printing, having it printed on the reverse side of the last page from the previous record. I just want a new record always starting on an odd numbered page. Hope that this doesn't sound too confusing, but I would have thought that it would have been an easy thing to do and it might just be that I can't find the function to do this. Thanks for any assistance. "Jezebel" wrote: Edit the template so it has two pages. "Bevan" wrote in message ... I am using a mail merge to create specifically tailored letters which are differing in page length and I wanted to know how to get each new letter to print on an odd page such that each letter can be seperated so that they can printed on duplex (front and back) Thanks |
#6
|
|||
|
|||
You would think you would be able to do it with Find and Replace. You can
search for section breaks (^b) and you can replace with the Clipboard contents (^c). So if you convert one section break to an Odd Page one, select it and Copy, then use ^c in the "Replace with" box, you'd think that might work. Unfortunately, I just tried it, and it doesn't. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Daiya Mitchell" wrote in message .. . Alternative approach: I did a very quick test and this appears to work. A letter merge in Word puts each rendition of the letter in a separate section of one big file. The easy way would be to replace those Next Page Section Breaks with Odd Page Section Breaks. But Find&Replace doesn't offer that option and I'm not sure how a macro would do it. It might work if you do a catalog or directory merge instead of a letter merge, and put an Odd Page Section Break as part of the base document. For catalog merges, Word does not put in a Next Page Section Break. DM On 1/30/05 4:41 PM, "Bevan" wrote: Thanks for the response Jezebel, but I aplogise for not being more specific. I can't just insert another page as then the format of the rest of the letters is changed. What I have is a mail merged document which reads off an access database. According to the database, if one field is "1" for instance, then the main document once merged will then include an additional page of information because of this entry of "1" in the database. This occurs with more than one field to the point where for each record read from the database into Word into the document from the access database, there could be anywhere from 11-20 pages. What I was hoping to achieve is that regardless of how many pages each record becomes, I wanted to be able to print off each new record on a new odd page so that they can all be grouped properly in the same fashion such that each group of letters anywhere from the 11-20 possible pages could be seperated out and sent out in the same format rather than having the first page fall on and be printed on an even numbered page and then through duplex printing, having it printed on the reverse side of the last page from the previous record. I just want a new record always starting on an odd numbered page. Hope that this doesn't sound too confusing, but I would have thought that it would have been an easy thing to do and it might just be that I can't find the function to do this. Thanks for any assistance. "Jezebel" wrote: Edit the template so it has two pages. "Bevan" wrote in message ... I am using a mail merge to create specifically tailored letters which are differing in page length and I wanted to know how to get each new letter to print on an odd page such that each letter can be seperated so that they can printed on duplex (front and back) Thanks |
#7
|
|||
|
|||
Oh, I hadn't even thought of Clipboard contents. Just tried to mess around
with recording a macro, but got nowhere. Messed around some more. Finally looked in VB Help, turns out it's really simple. They even had an example. ActiveDocument.PageSetup.SectionStart = wdSectionOddPage Will convert all the section breaks to odd page section breaks. If the original poster is still around, see here for what to do with that: What do I do with macros sent to me by other newsgroup readers to help me out? I don't know how to install them and put them to use http://word.mvps.org/FAQs/MacrosVBA/CreateAMacro.htm On 1/30/05 9:45 PM, "Suzanne S. Barnhill" wrote: You would think you would be able to do it with Find and Replace. You can search for section breaks (^b) and you can replace with the Clipboard contents (^c). So if you convert one section break to an Odd Page one, select it and Copy, then use ^c in the "Replace with" box, you'd think that might work. Unfortunately, I just tried it, and it doesn't. -- Daiya Mitchell, MVP Mac/Word Word FAQ: http://www.word.mvps.org/ MacWord Tips: http://www.word.mvps.org/MacWordNew/ What's an MVP? A volunteer! Read the FAQ: http://mvp.support.microsoft.com/ |
#8
|
|||
|
|||
That sort of one-line macro (needed only once) is the sort of thing you can
run in the Immediate window, too. (I've never done this, but it sounds cool!) -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Daiya Mitchell" wrote in message .. . Oh, I hadn't even thought of Clipboard contents. Just tried to mess around with recording a macro, but got nowhere. Messed around some more. Finally looked in VB Help, turns out it's really simple. They even had an example. ActiveDocument.PageSetup.SectionStart = wdSectionOddPage Will convert all the section breaks to odd page section breaks. If the original poster is still around, see here for what to do with that: What do I do with macros sent to me by other newsgroup readers to help me out? I don't know how to install them and put them to use http://word.mvps.org/FAQs/MacrosVBA/CreateAMacro.htm On 1/30/05 9:45 PM, "Suzanne S. Barnhill" wrote: You would think you would be able to do it with Find and Replace. You can search for section breaks (^b) and you can replace with the Clipboard contents (^c). So if you convert one section break to an Odd Page one, select it and Copy, then use ^c in the "Replace with" box, you'd think that might work. Unfortunately, I just tried it, and it doesn't. -- Daiya Mitchell, MVP Mac/Word Word FAQ: http://www.word.mvps.org/ MacWord Tips: http://www.word.mvps.org/MacWordNew/ What's an MVP? A volunteer! Read the FAQ: http://mvp.support.microsoft.com/ |
#9
|
|||
|
|||
Thanks for all the replies, the suggestions are very much appreciated!
Jezebel, I tried out your method first and I'm not sure if the coding that you provided was right? { IF { = MOD({PAGE}, 2) = 1 "X" " " } - has an extra open { so I thought that it should appear after the 2)}? { IF { = MOD({PAGE}, 2)} = 1 "[page break]" " " } as this then completes the If statement function correct? However it inserts a double page break after each record and makes no distinction between those that finish on odd or even pages. I tinkered around with the coding and orders etc. But my understanding of the MOD function is limited so any assistance would be fantastic. Daiya and Suzzanne, Am I correct in that the coding given was fine just to insert straight into the VB builder and that it will change ALL breaks into odd page breaks? I'm not sure if this is an option as I also have other page breaks inserted throughout the document as conditional IF statements, such that if a field = "X" then INCLUDETEXT Y.doc with a conditional break beforehand for formatting sake (which I found to be the easiest way to keep this formatting) but if this seems to be the only way to get the new records to start on an odd page then I'll have to find another way around the formatting. As such, I'm not sure that I totally follow the VB coding and if you could point me to the help or any other help coding then I would be grateful. Thanks a bundle! |
#10
|
|||
|
|||
Jezebel, I tried out your method first and I'm not sure if the coding that you provided was right? { IF { = MOD({PAGE}, 2) = 1 "X" " " } - has an extra open { so I thought that it should appear after the 2)}? { IF { = MOD({PAGE}, 2)} = 1 "[page break]" " " } as this then completes the If statement function correct? However it inserts a double page break after each record and makes no distinction between those that finish on odd or even pages. I tinkered around with the coding and orders etc. But my understanding of the MOD function is limited so any assistance would be fantastic. I did test this, so persevere if the other methods aren't working. To test this sort of field coding, do the bits separately and build -- 1) { = MOD(x,y) } -- the result is the remainder of x divided by y. Insert { PAGE } for x and 2 for y. Create a dummy document, insert this, and check what happens if the page number containing the field is odd or even: the result should be 1 or 0 respectively. 2) { IF { = MOD({ PAGE }, 2) } = 1 "ODD" "EVEN" } -- the result should be ODD or EVEN according to whether you're on an odd or even page. 3) Replace "ODD" with "AAA[page break]BBB" --- if on an odd page you should see AAA then BBB on the following page. 4) Remove the extraneous stuff and you're done. |
#11
|
|||
|
|||
"Jezebel" wrote: Jezebel, I tried out your method first and I'm not sure if the coding that you provided was right? { IF { = MOD({PAGE}, 2) = 1 "X" " " } - has an extra open { so I thought that it should appear after the 2)}? { IF { = MOD({PAGE}, 2)} = 1 "[page break]" " " } as this then completes the If statement function correct? However it inserts a double page break after each record and makes no distinction between those that finish on odd or even pages. I tinkered around with the coding and orders etc. But my understanding of the MOD function is limited so any assistance would be fantastic. I did test this, so persevere if the other methods aren't working. To test this sort of field coding, do the bits separately and build -- 1) { = MOD(x,y) } -- the result is the remainder of x divided by y. Insert { PAGE } for x and 2 for y. Create a dummy document, insert this, and check what happens if the page number containing the field is odd or even: the result should be 1 or 0 respectively. 2) { IF { = MOD({ PAGE }, 2) } = 1 "ODD" "EVEN" } -- the result should be ODD or EVEN according to whether you're on an odd or even page. 3) Replace "ODD" with "AAA[page break]BBB" --- if on an odd page you should see AAA then BBB on the following page. 4) Remove the extraneous stuff and you're done. Well I've tried the coding again seperately and it all worked fine. The problem is when I use that coding in my actual document. I've checked over the code several times and its fine and works properly independently but doesn't in the actual document I use. What happens is that after the merge, it is quite a large document and so to build all the letters it becomes a few hundred pages long. The MOD function seems to get stuck on a certain number and I can't seem to update the field to represent the proper page number which is why I am always either getting an extra page inserted after each record or no page inserted at all depending on what page the MOD function gets stuck on. The PAGE function also gets stuck and returns a value of say 3 or something but after updating the form letter it then represents the proper page number but the MOD function has since returned the page break and doesn't update. So if I had {IF{= MOD {PAGE}, 2} = "1" "odd" "even"} then it would always return odd since it likes to get stuck on {PAGE} = "3" until I manually update the form letter again. Is there a way of updating the coding too so that it reads the {PAGE} properly and works? I know that this function works as I too did the testing and build on a seperate document but I just can't get it to work on this main document. Thanks for the help, I would be a LOT more frustrated if not for it. |
#12
|
|||
|
|||
The code given will change all *section* breaks to odd page breaks. If your
conditional formatting puts in manual page breaks, it shouldn't be a problem. If you have columns in the document, which are created with continuous section breaks, don't use the code, as it will mess up your columns. Suggest you make a copy and test it *on the copy,* if you think it may be a solution. The link I included just after the code in the previous post will tell you what to do with it. But since you have such a complicated doc, you may want to also try my other proposed solution--do a catalog/directory merge instead of a letter merge and include the SectionBreak OddPage in your base document at the end of all your merge fields. You have a plethora of options. Very typical, when dealing with Word. Daiya Daiya and Suzzanne, Am I correct in that the coding given was fine just to insert straight into the VB builder and that it will change ALL breaks into odd page breaks? I'm not sure if this is an option as I also have other page breaks inserted throughout the document as conditional IF statements, such that if a field = "X" then INCLUDETEXT Y.doc with a conditional break beforehand for formatting sake (which I found to be the easiest way to keep this formatting) but if this seems to be the only way to get the new records to start on an odd page then I'll have to find another way around the formatting. As such, I'm not sure that I totally follow the VB coding and if you could point me to the help or any other help coding then I would be grateful. Thanks a bundle! |
#13
|
|||
|
|||
Thank you all for the assistance, its helped to keep my sanity.
I think that I've managed to solve the problem so far though. I havn't yet done rigorous testing of it yet but so far just inserting an EVEN page break at the end of the document seems to work fine. It inserts a singular page to make the document even and double blank pages where the document is even. Although this is perhaps not the perfect solution, it works to make the new records print on a new even page which is what I wanted. Hopefully it holds up through the testing. Thanks once again. |
#14
|
|||
|
|||
After completing the merge, select the entire document and press F9 to
update fields. Possibly you need to do this repeatedly, because if updating a field early in the document cause a new page break, then { PAGE } will update for all subsequent fields. Also, in a mail merge document, doesn't the page numbering restart with each record? Perhaps this is entirely the wrong approach, anyway. "Bevan" wrote in message ... "Jezebel" wrote: Jezebel, I tried out your method first and I'm not sure if the coding that you provided was right? { IF { = MOD({PAGE}, 2) = 1 "X" " " } - has an extra open { so I thought that it should appear after the 2)}? { IF { = MOD({PAGE}, 2)} = 1 "[page break]" " " } as this then completes the If statement function correct? However it inserts a double page break after each record and makes no distinction between those that finish on odd or even pages. I tinkered around with the coding and orders etc. But my understanding of the MOD function is limited so any assistance would be fantastic. I did test this, so persevere if the other methods aren't working. To test this sort of field coding, do the bits separately and build -- 1) { = MOD(x,y) } -- the result is the remainder of x divided by y. Insert { PAGE } for x and 2 for y. Create a dummy document, insert this, and check what happens if the page number containing the field is odd or even: the result should be 1 or 0 respectively. 2) { IF { = MOD({ PAGE }, 2) } = 1 "ODD" "EVEN" } -- the result should be ODD or EVEN according to whether you're on an odd or even page. 3) Replace "ODD" with "AAA[page break]BBB" --- if on an odd page you should see AAA then BBB on the following page. 4) Remove the extraneous stuff and you're done. Well I've tried the coding again seperately and it all worked fine. The problem is when I use that coding in my actual document. I've checked over the code several times and its fine and works properly independently but doesn't in the actual document I use. What happens is that after the merge, it is quite a large document and so to build all the letters it becomes a few hundred pages long. The MOD function seems to get stuck on a certain number and I can't seem to update the field to represent the proper page number which is why I am always either getting an extra page inserted after each record or no page inserted at all depending on what page the MOD function gets stuck on. The PAGE function also gets stuck and returns a value of say 3 or something but after updating the form letter it then represents the proper page number but the MOD function has since returned the page break and doesn't update. So if I had {IF{= MOD {PAGE}, 2} = "1" "odd" "even"} then it would always return odd since it likes to get stuck on {PAGE} = "3" until I manually update the form letter again. Is there a way of updating the coding too so that it reads the {PAGE} properly and works? I know that this function works as I too did the testing and build on a seperate document but I just can't get it to work on this main document. Thanks for the help, I would be a LOT more frustrated if not for it. |
#15
|
|||
|
|||
On Sun, 30 Jan 2005 13:17:04 -0800, "Bevan"
wrote: I am using a mail merge to create specifically tailored letters which are differing in page length and I wanted to know how to get each new letter to print on an odd page such that each letter can be seperated so that they can printed on duplex (front and back) Thanks The easy way is to fix the main document before doing the merge. In Page Setup, set "different odd/even headers" so that Word "knows" that you are printing 2-sided, and set section start to "Odd Page". Then do the merge and print the result. Bob S |
Reply |
Thread Tools | |
Display Modes | |
|
|
Similar Threads | ||||
Thread | Forum | |||
Boiletplates from Word Perfect | Microsoft Word Help | |||
How do I create & merge specific data base & master documents? | New Users | |||
In typing dates in Word, i.e. "January 12" how do you keep the "1. | Microsoft Word Help | |||
WP Delay Code - Word Equiv | Microsoft Word Help | |||
WORD 2000 pages layout when EXCEL table inserted | Page Layout |