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mail merge problem
My question regards the mail merge feature in Word, using an MS Access
database for the data source. I want to set up a name/address Word file for about 1250 institutions. Here is the layout I want, using three columns: State (centered, bolded, larger font) City (centered, bolded, slightly smaller font) Institution name Address phone number etc. etc. (NOT city or state here) Next entry Next entry, etc. The goal is to have each state and city listed only once. For example, there might be 100 entries under the state name of New York, and 50 entries under the city name of New York City, but I want each state and city name listed only once. However, when I try to format this using mail merge, each city and state is repeated for each of the 1250 entries. Is there a way to program the mail merge to say "only list the state and city names the first time and NOT after that"? If not, are you aware of another application that might do this? Thanks in advance for your help. Joe |
#2
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I would suggest that you use an Access report, which can handle this quite
well. Word does not really have the ability to perform a "multiple items per condition (=key field)" mailmerge. See the "Group Multiple items for a single condition" item on fellow MVP Cindy Meister's website at http://homepage.swissonline.ch/cindy...faq1.htm#DBPic 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 "JoeWebMan" wrote in message ... My question regards the mail merge feature in Word, using an MS Access database for the data source. I want to set up a name/address Word file for about 1250 institutions. Here is the layout I want, using three columns: State (centered, bolded, larger font) City (centered, bolded, slightly smaller font) Institution name Address phone number etc. etc. (NOT city or state here) Next entry Next entry, etc. The goal is to have each state and city listed only once. For example, there might be 100 entries under the state name of New York, and 50 entries under the city name of New York City, but I want each state and city name listed only once. However, when I try to format this using mail merge, each city and state is repeated for each of the 1250 entries. Is there a way to program the mail merge to say "only list the state and city names the first time and NOT after that"? If not, are you aware of another application that might do this? Thanks in advance for your help. Joe |
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