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Mutliple Records for each document in mail merge
Hi -- Okay -- having reviewed previous posts -- i'm not exactly sure if I have already seen the answer to my inquiry, so I'm going to go ahead and post my question and get a concrete answer for my specific goal. I am undertaking a new project. I will be receiving excel spreadsheets that will have info. that I need to include in an e-mail merge in a word document. There is one column called "Customer Name" that will be sorted in Ascending Order. The next 7 or 8 columns include the various data that needs to be displayed in the word document. I need to display as many lines of data _per word document_ as dictated by the Customer Name column. So -- if there are 4 consecutive records with the same Customer Name -- then I need to have the current word document display the data from those 4 records in a 4-line list. The thing is -- each word document will vary in number of lines of data. It could be 4 or it could be 40. I need an automated way to make this happen in word e-mail merge as I may have to populate up to 100 individual word docs for said merge. I think I read some things about taking this excel data into Access and then having the word docs pull from that Access file? Is that easier/more efficient? Thanks again for any help you can provide!! Cheers, -Trey |
#2
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If the following is what you have already seen from previous posts, it is
what applies to your situation. Word does not really have the ability to perform a "multiple items per condition (=key field)" mailmerge. See the "Multiple items per condition" item under the "Special merges" section of fellow MVP Cindy Meister's website at http://homepage.swissonline.ch/cindy...r/MergFram.htm Or take a look at the following Knowledge Base Article How to Work Around Duplicate Names in Mail Merge Data http://support.microsoft.com/default...b;en-us;302665 Or, if you create a Catalog (on in Word XP and later, it's called Directory) type mailmerge main document with the mergefields in the cells of a one row table in the mailmerge main document with the keyfield in the first cell in the row and then execute that merge to a new document and then run the following macro, it will create separate tables with the records for each key field in them. With a bit of further development, you may be able to get it to do what you want. ' Macro to create multiple items per condition in separate tables from a directory type mailmerge Dim source As Document, target As Document, scat As Range, tcat As Range Dim data As Range, stab As Table, ttab As Table Dim i As Long, j As Long, k As Long, n As Long Set source = ActiveDocument Set target = Documents.Add Set stab = source.Tables(1) k = stab.Columns.Count Set ttab = target.Tables.Add(Range:=Selection.Range, numrows:=1, numcolumns:=k - 1) Set scat = stab.Cell(1, 1).Range scat.End = scat.End - 1 ttab.Cell(1, 1).Range = scat j = ttab.Rows.Count For i = 1 To stab.Rows.Count Set tcat = ttab.Cell(j, 1).Range tcat.End = tcat.End - 1 Set scat = stab.Cell(i, 1).Range scat.End = scat.End - 1 If scat tcat Then ttab.Rows.Add j = ttab.Rows.Count ttab.Cell(j, 1).Range = scat ttab.Cell(j, 1).Range.Paragraphs(1).PageBreakBefore = True ttab.Rows.Add ttab.Cell(j + 1, 1).Range.Paragraphs(1).PageBreakBefore = False For n = 2 To k Set data = stab.Cell(i, n).Range data.End = data.End - 1 ttab.Cell(ttab.Rows.Count, n - 1).Range = data Next n Else ttab.Rows.Add For n = 2 To k Set data = stab.Cell(i, n).Range data.End = data.End - 1 ttab.Cell(ttab.Rows.Count, n - 1).Range = data Next n End If Next i -- Hope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP "Trey" wrote in message ... Hi -- Okay -- having reviewed previous posts -- i'm not exactly sure if I have already seen the answer to my inquiry, so I'm going to go ahead and post my question and get a concrete answer for my specific goal. I am undertaking a new project. I will be receiving excel spreadsheets that will have info. that I need to include in an e-mail merge in a word document. There is one column called "Customer Name" that will be sorted in Ascending Order. The next 7 or 8 columns include the various data that needs to be displayed in the word document. I need to display as many lines of data _per word document_ as dictated by the Customer Name column. So -- if there are 4 consecutive records with the same Customer Name -- then I need to have the current word document display the data from those 4 records in a 4-line list. The thing is -- each word document will vary in number of lines of data. It could be 4 or it could be 40. I need an automated way to make this happen in word e-mail merge as I may have to populate up to 100 individual word docs for said merge. I think I read some things about taking this excel data into Access and then having the word docs pull from that Access file? Is that easier/more efficient? Thanks again for any help you can provide!! Cheers, -Trey |
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