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Skip mail merge fields from Excel Workbook when blank/zero
I am creating mail merge letters (pay-slips) in Word 2003 from a list
of about 300 employee records in Excel. The list has 28 fields and some of the values in some of the fields in the workbook are blank or zero. What I need is that, when a value is blank or zero, then that field (both field name and value) dosen't show at all on the letter so as to make each pay slip contain only data that is non-zero and therefore relevant to its recipient. E.g. if the 'Overtime' field for a record is blank/zero (meaning this employee does ont receive overtime) then that field doesnt even show on the letter. In the letter, each filed is in its own row in a table. I've tried using the "IF...Then...Else" condition for mail merge but it leaves a space in the row when a field is blank/zero resulting in too may empty rows in the letter. I'm looking for a solution to taking only the fields I want from the Excel sheet. Also, If there's a way to to automatically remove the empty rows in the table when they're blank I'd finish of the solution I'd started. Hope this makes sense. Thanks in advance |
#2
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Skip mail merge fields from Excel Workbook when blank/zero
Hi Akumudzi
akumudzi wrote: [..] In the letter, each filed is in its own row in a table. I've tried using the "IF...Then...Else" condition for mail merge but it leaves a space in the row when a field is blank/zero resulting in too may empty rows in the letter. I'm looking for a solution to taking only the fields I want from the Excel sheet. Also, If there's a way to to automatically remove the empty rows in the table when they're blank I'd finish of the solution I'd started. Hope this makes sense. I'm sure a VBA procedure could be written to run through the final document (result of the merge to new document) and delete empty table rows. Other than that, I think you're right, you cannot suppress the table row -- unless you create a small 1-row table for each line and include this whole table in the IF field. The macro solution sounds like less work to me, even though I don't really know whether it takes much to recognize an empty table row. Ask the gurus in the .vba groups if you need help with that. Greetinx Robert -- /"\ ASCII Ribbon Campaign | MS \ / | MVP X Against HTML | for / \ in e-mail & news | Word |
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