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Mail Merge 2007 Business or Home Address?
I am doing a Mail Merge using Word 207 and information in an Excel
spreadsheet to create envelopes to send out to clients. Some of these clients have only business addresses, some have only home addresses, some have both. We want to use the business address first and only use the home address if there isn't a business address. So I want to set up an envelope template that has some sort of conditional (?) fields that says: - if there is a business address, don't insert the home address - if there is no business address, use the home addresss I can't figure out how to do it. Can anyone help? or point me in the right direction? Many thanks Susan |
#2
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Mail Merge 2007 Business or Home Address?
You are on the right lines with the conditional field. Let's say you have
two addresses each comprising three fields eg BusAddr1, BusAddr2, BusZip, HomeAddr1, HomeAddr2, HomeZip You can then conditionally insert as follows. Press the enter key only where you see ¶ {IF {Mergefield BusAddr1} "" "{Mergefield BusAddr1}¶ {Mergefield BusAddr2}¶ {Mergefield BusZip}" "{Mergefield HomeAdd1}¶ {Mergefield HomeAddr2}¶ {Mergefield HomeZip}"} Use CTRL+F9 for each pair of brackets {} and change the field names to match your data. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org susann wrote: I am doing a Mail Merge using Word 207 and information in an Excel spreadsheet to create envelopes to send out to clients. Some of these clients have only business addresses, some have only home addresses, some have both. We want to use the business address first and only use the home address if there isn't a business address. So I want to set up an envelope template that has some sort of conditional (?) fields that says: - if there is a business address, don't insert the home address - if there is no business address, use the home addresss I can't figure out how to do it. Can anyone help? or point me in the right direction? Many thanks Susan |
#3
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Mail Merge 2007 Business or Home Address?
Thanks Graham for your help, that seems to have worked nicely
Couple of other things that I need help with: 1 - how to do I get rid of blank lines? For example, we export from Outlook so have the fields BusinessStreet, BusinessStreet2, BusinessStreet3. Some contacts don't have anything in 2 and 3 so we end up with blanks. Is there an easy way to do this? 2 - Also we don't want the field BusinessCountryRegion to appear if it contains the words "New Zealand" (i.e. where we are based). How would I do that? Thank you Susan "Graham Mayor" wrote: You are on the right lines with the conditional field. Let's say you have two addresses each comprising three fields eg BusAddr1, BusAddr2, BusZip, HomeAddr1, HomeAddr2, HomeZip You can then conditionally insert as follows. Press the enter key only where you see ¶ {IF {Mergefield BusAddr1} "" "{Mergefield BusAddr1}¶ {Mergefield BusAddr2}¶ {Mergefield BusZip}" "{Mergefield HomeAdd1}¶ {Mergefield HomeAddr2}¶ {Mergefield HomeZip}"} Use CTRL+F9 for each pair of brackets {} and change the field names to match your data. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org susann wrote: I am doing a Mail Merge using Word 207 and information in an Excel spreadsheet to create envelopes to send out to clients. Some of these clients have only business addresses, some have only home addresses, some have both. We want to use the business address first and only use the home address if there isn't a business address. So I want to set up an envelope template that has some sort of conditional (?) fields that says: - if there is a business address, don't insert the home address - if there is no business address, use the home addresss I can't figure out how to do it. Can anyone help? or point me in the right direction? Many thanks Susan |
#4
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Mail Merge 2007 Business or Home Address?
The principle remains the same eg
{Mergefield BusinessStreet}{IF {Mergefield BusinessStreet2} "" "¶ {Mergefield BusinessStreet2}{IF {Mergefield BusinessStreet3} "" "¶ {Mergefield BusinessStreet4}etc and IF {Mergefield BusinessCountryRegion} "New Z*" "{Mergefield BusinessCountryRegion}" Note that if merging from Outlook, you can use the Mailing_Address field which uses whichever address you have flagged and should remove the local country. See http://www.gmayor.com/mailmerge_from_outlook.htm If you start the merge from Word it is the Postal_Address field. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org susann wrote: Thanks Graham for your help, that seems to have worked nicely Couple of other things that I need help with: 1 - how to do I get rid of blank lines? For example, we export from Outlook so have the fields BusinessStreet, BusinessStreet2, BusinessStreet3. Some contacts don't have anything in 2 and 3 so we end up with blanks. Is there an easy way to do this? 2 - Also we don't want the field BusinessCountryRegion to appear if it contains the words "New Zealand" (i.e. where we are based). How would I do that? Thank you Susan "Graham Mayor" wrote: You are on the right lines with the conditional field. Let's say you have two addresses each comprising three fields eg BusAddr1, BusAddr2, BusZip, HomeAddr1, HomeAddr2, HomeZip You can then conditionally insert as follows. Press the enter key only where you see ¶ {IF {Mergefield BusAddr1} "" "{Mergefield BusAddr1}¶ {Mergefield BusAddr2}¶ {Mergefield BusZip}" "{Mergefield HomeAdd1}¶ {Mergefield HomeAddr2}¶ {Mergefield HomeZip}"} Use CTRL+F9 for each pair of brackets {} and change the field names to match your data. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org susann wrote: I am doing a Mail Merge using Word 207 and information in an Excel spreadsheet to create envelopes to send out to clients. Some of these clients have only business addresses, some have only home addresses, some have both. We want to use the business address first and only use the home address if there isn't a business address. So I want to set up an envelope template that has some sort of conditional (?) fields that says: - if there is a business address, don't insert the home address - if there is no business address, use the home addresss I can't figure out how to do it. Can anyone help? or point me in the right direction? Many thanks Susan |
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