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#1
Posted to microsoft.public.word.mailmerge.fields
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Bookmarks work suspiciously well
My master document is a contract. The contract has lots of IF
+INCLUDETEXT fields pulling information from a heavily bookmarked document. The bookmarks may or may not include fields. For example, the contract chooses from 'You're permanently employed...' and 'You're fixed term...'. The fixed term bookmark includes a field of 'Fixed Term Until This Date'. So the master document either gets paragraph A, or paragraph B which includes fields. The only quibble I've noticed is that I need to keep the bookmarks document open and linked to the source data when I'm running the actual merge. Are there other bumps in the road I should look out for? Joe. |
#2
Posted to microsoft.public.word.mailmerge.fields
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Bookmarks work suspiciously well
The only quibble I've noticed is that I need to keep the bookmarks
document open and linked to the source data when I'm running the actual merge. Are there other bumps in the road I should look out for? I'm interested that you find you have to keep the referenced document open - what happens if you do not (and which version of Word?) The three main things I would say about merges with INCLUDETEXTs are a. If you are saving the output as a new document or documents and you end up with INCLUDETEXT fields in the output, you should consider "fixing" the field results before saving (e.g., roughly speaking, ctrl-A then ctrl-shift-F9 to "fix" most of the fields in the document body). b. "what works, works". i.e. I don't know anyone who could reliably predict what will go wrong, without actually running tests, although clearly everyone has their own experience to go on. But in particular, - if you have style definitions in the included and including documents that clash, you may run into problems - if you are developing this solution to run on other peoples' systems, you typically have to deal with a umber of problems - including: - ensuring the correct data source is attached - different locations for the included bookmarked document? - different per-user settings that may affect the behaviour of INCLUDETEXT, possibly including registry settings to do with the behaviour of fields that include data (depends partly on the version of Word); possibly the user's settings for Tools|Options|... Print|Update fields, Print|Update links, and General|Web options|Files|Update links on save. c. test, test, test! -- Peter Jamieson http://tips.pjmsn.me.uk "Joe Murphy" wrote in message ... My master document is a contract. The contract has lots of IF +INCLUDETEXT fields pulling information from a heavily bookmarked document. The bookmarks may or may not include fields. For example, the contract chooses from 'You're permanently employed...' and 'You're fixed term...'. The fixed term bookmark includes a field of 'Fixed Term Until This Date'. So the master document either gets paragraph A, or paragraph B which includes fields. The only quibble I've noticed is that I need to keep the bookmarks document open and linked to the source data when I'm running the actual merge. Are there other bumps in the road I should look out for? Joe. |
#3
Posted to microsoft.public.word.mailmerge.fields
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Bookmarks work suspiciously well
On 20 Nov, 14:23, "Peter Jamieson"
wrote: I'm interested that you find you have to keep the referenced document open - what happens if you do not (and which version of Word?) Word asks for the data source again, for each record. As there's 1300 records, my first reaction was to swear. But leaving the bookmark doc open and linked works fine. It's Word 2007. The three main things I would say about merges with INCLUDETEXTs are a. If you are saving the output as a new document or documents and you end up with INCLUDETEXT fields in the output, you should consider "fixing" the field results before saving (e.g., roughly speaking, ctrl-A then ctrl-shift-F9 to "fix" most of the fields in the document body). Good tip, cheers! I'm using Graham Mayor's excellent macro to save the individual documents, as found on from http://www.gmayor.com/individual_merge_letters.htm too. b. "what works, works". i.e. I don't know anyone who could reliably predict what will go wrong, without actually running tests, although clearly everyone has their own experience to go on. But in particular, - if you have style definitions in the included and including documents that clash, you may run into problems I had a couple of formatting problems earlier on, such as numbering screwing up. So my bookmarks document fakes the numbers, and uses lots of tables to ensure everything lines up in the master doc. Tables in the bookmark document are proving really reliable. Neither document uses styles particularly. Yet. - if you are developing this solution to run on other peoples' systems, you typically have to deal with a umber of problems - including: - ensuring the correct data source is attached - different locations for the included bookmarked document? - different per-user settings that may affect the behaviour of INCLUDETEXT, possibly including registry settings to do with the behaviour of fields that include data (depends partly on the version of Word); possibly the user's settings for Tools|Options|... Print|Update fields, Print|Update links, and General|Web options|Files|Update links on save. You're absolutely right. The merge is just for me, and I'd be genuinely surprised if anyone else in the organisation knew how to tweak any of the merge. But I certainly wouldn't like to rebuild all those absolute filepaths. c. test, test, test! Good lord, yes. Thanks. =) Joe. |
#4
Posted to microsoft.public.word.mailmerge.fields
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Bookmarks work suspiciously well
Word asks for the data source again, for each record. As there's 1300
records, my first reaction was to swear. But leaving the bookmark doc open and linked works fine. It's Word 2007. Interesting - a simple example here works fine. Could be a Windows file system permissions or network permissions thing? -- Peter Jamieson http://tips.pjmsn.me.uk "Joe Murphy" wrote in message ... On 20 Nov, 14:23, "Peter Jamieson" wrote: I'm interested that you find you have to keep the referenced document open - what happens if you do not (and which version of Word?) Word asks for the data source again, for each record. As there's 1300 records, my first reaction was to swear. But leaving the bookmark doc open and linked works fine. It's Word 2007. The three main things I would say about merges with INCLUDETEXTs are a. If you are saving the output as a new document or documents and you end up with INCLUDETEXT fields in the output, you should consider "fixing" the field results before saving (e.g., roughly speaking, ctrl-A then ctrl-shift-F9 to "fix" most of the fields in the document body). Good tip, cheers! I'm using Graham Mayor's excellent macro to save the individual documents, as found on from http://www.gmayor.com/individual_merge_letters.htm too. b. "what works, works". i.e. I don't know anyone who could reliably predict what will go wrong, without actually running tests, although clearly everyone has their own experience to go on. But in particular, - if you have style definitions in the included and including documents that clash, you may run into problems I had a couple of formatting problems earlier on, such as numbering screwing up. So my bookmarks document fakes the numbers, and uses lots of tables to ensure everything lines up in the master doc. Tables in the bookmark document are proving really reliable. Neither document uses styles particularly. Yet. - if you are developing this solution to run on other peoples' systems, you typically have to deal with a umber of problems - including: - ensuring the correct data source is attached - different locations for the included bookmarked document? - different per-user settings that may affect the behaviour of INCLUDETEXT, possibly including registry settings to do with the behaviour of fields that include data (depends partly on the version of Word); possibly the user's settings for Tools|Options|... Print|Update fields, Print|Update links, and General|Web options|Files|Update links on save. You're absolutely right. The merge is just for me, and I'd be genuinely surprised if anyone else in the organisation knew how to tweak any of the merge. But I certainly wouldn't like to rebuild all those absolute filepaths. c. test, test, test! Good lord, yes. Thanks. =) Joe. |
#5
Posted to microsoft.public.word.mailmerge.fields
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Bookmarks work suspiciously well
On 20 Nov, 17:10, "Peter Jamieson"
wrote: Word asks for the data source again, for each record. As there's 1300 records, my first reaction was to swear. But leaving the bookmark doc open and linked works fine. It's Word 2007. Interesting - a simple example here works fine. Could be a Windows file system permissions or network permissions thing? It could well be a network thing, I don't really know. Thanks again for your response. =) Joe. |
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