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#1
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Mail Merging Certain Rows from Text Source
Good morning,
I have a letter in Word XP that I am using mail merge in order to import from a ; delimitted text file. It imports the data fine but I have a question. The letter should only go out to people who have GR as the value in the GR field. I used the IF statement to conditionalize fields, however if the person does not have GR as the value it simply makes a letter with all the merge fields blank. Is there a way to make it only do letters for those with GR as the value? And example of my current formula is: {IF {MERGEFIELD GR} = "GR" "{MERGEFIELD "First_Name"}" ""} I thought about removing the last set of quotation marks but I don't know if that will break the logic. Any advice would be great. Thanks Jonathan |
#2
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Assuming you are only producing one letter for each record in the data
source, or that it is always safe to ignore all records where the value in GR is GR, try this: a. make a backup copy of your document, just in case b. remove the IF field c. Use Tools|Customize to enable the Mail merge toolbar. Click the Mail Merge Recipients button (typically the third from the left) d. click the little arrow in the column heading of the "GR" column, and, if Word lets you select the value "GR", do that, and the list of records should be filtered. If you don't see a GR value, click the Advanced... option, and specify the condition where the GR field equals GR. You should not need to put any quotes around the GR. e. Come out of the dialog box and save and close your document. Then try opening it again to verify that Word has remembered its data source, and the filter condition. If it has, you're probably OK and you should get what you need. if not (and that may be the case in Word XP unfortunately), further thought is needed... Peter Jamieson "jdawgnat" wrote in message oups.com... Good morning, I have a letter in Word XP that I am using mail merge in order to import from a ; delimitted text file. It imports the data fine but I have a question. The letter should only go out to people who have GR as the value in the GR field. I used the IF statement to conditionalize fields, however if the person does not have GR as the value it simply makes a letter with all the merge fields blank. Is there a way to make it only do letters for those with GR as the value? And example of my current formula is: {IF {MERGEFIELD GR} = "GR" "{MERGEFIELD "First_Name"}" ""} I thought about removing the last set of quotation marks but I don't know if that will break the logic. Any advice would be great. Thanks Jonathan |
#3
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Thank you - it worked like a charm.
Peter Jamieson wrote: Assuming you are only producing one letter for each record in the data source, or that it is always safe to ignore all records where the value in GR is GR, try this: a. make a backup copy of your document, just in case b. remove the IF field c. Use Tools|Customize to enable the Mail merge toolbar. Click the Mail Merge Recipients button (typically the third from the left) d. click the little arrow in the column heading of the "GR" column, and, if Word lets you select the value "GR", do that, and the list of records should be filtered. If you don't see a GR value, click the Advanced... option, and specify the condition where the GR field equals GR. You should not need to put any quotes around the GR. e. Come out of the dialog box and save and close your document. Then try opening it again to verify that Word has remembered its data source, and the filter condition. If it has, you're probably OK and you should get what you need. if not (and that may be the case in Word XP unfortunately), further thought is needed... Peter Jamieson "jdawgnat" wrote in message oups.com... Good morning, I have a letter in Word XP that I am using mail merge in order to import from a ; delimitted text file. It imports the data fine but I have a question. The letter should only go out to people who have GR as the value in the GR field. I used the IF statement to conditionalize fields, however if the person does not have GR as the value it simply makes a letter with all the merge fields blank. Is there a way to make it only do letters for those with GR as the value? And example of my current formula is: {IF {MERGEFIELD GR} = "GR" "{MERGEFIELD "First_Name"}" ""} I thought about removing the last set of quotation marks but I don't know if that will break the logic. Any advice would be great. Thanks Jonathan |
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