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lemon scented lemon scented is offline
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Default How list people for some modules or for all modules

A couple of related questions.

I would like to list people who are registered for each module of training.
People can register for 1, 2, 3, 4, or all 5 modules. Thus the same person
may be listed several times. If a person is registered for a module, the
module code is "1." If they are not registered, the module code is "0."

1. I tried to use the "Next record if" rule. However, the rule doesn't
seem to work very intuitively. When I select rule -- Next record if -- and
fill in "module1" equal to "1," the code «Next Record If...» is inserted.
However something like Module1 = 1 does not appear with it . It is not clear
what the "Next record if..." code does without this information. So, how
does this rule work? I can find very little useful information to help me.

2. If I could get the rule to work, how could I have something like the
following (in my simple terms). That is, what is the code to make the merge
process look through the entire list to see who is in module 1 and list them,
then go through the list to see who is in module 2 and list them, etc.

Module 1
«firstname» «lastname» [for all cases in which module1 = 1]

Module 2
«firstname» «lastname» [for all cases in which module2 = 1]

Module 3
«firstname» «lastname» [for all cases in which module3 = 1]
etc.

Also, any recommendations for references that spell out clearly how the
codes work and how to use them would be greatly appreciated. What I have
seen so far is not written in clear English so that regular people can
understand.

Thank you for any help.


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Graham Mayor Graham Mayor is offline
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Posts: 19,312
Default How list people for some modules or for all modules

If you press ALT+F9 the fields will be toggled so that you can see their
construction.

Mail merges run from start to finish, they cannot go back to the start and
run again, so the only way you are going to merge all the records for Module
1 - and then all the records for Module 2 etc in the manner you describe is
to run separate merges for each module to new documents then combine the
contents of the documents. That would entail using five essentially similar
directory merge documents containing the single line

{SkipIf {Mergefield ModuleX} "1"}{Mergefield firstname} {Mergefield
lastname}

where X is the module number and means press the enter key.

Run the merge attached to your data source to a new document and it will
produce a simple list. Add a heading "Module X" and repeat for each module.
You can then insert each subsequent document at the end of the first.
http://www.gmayor.com/Boiler.htm will simplify that task if you wish.

Not strictly relevant here, but you can create a merge list based on a
particular key field - MVP Doug Robbins has developed an add-in to effect
this. See http://www.gmayor.com/ManyToOne.htm for the download link and an
explanation of its use.

Fellow MVP 'macropod' has prepared a tutorial employing a different method
based on the Microsoft support link (below), with working field codes and a
sample Excel data source which you can also download from my website
http://www.gmayor.com/Zips/Catalogue%20Mailmerge.zip

How to use mail merge to create a list sorted by category -
http://support.microsoft.com/?kbid=294686

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org



"lemon scented" lemon wrote in message
...
A couple of related questions.

I would like to list people who are registered for each module of
training.
People can register for 1, 2, 3, 4, or all 5 modules. Thus the same
person
may be listed several times. If a person is registered for a module, the
module code is "1." If they are not registered, the module code is "0."

1. I tried to use the "Next record if" rule. However, the rule doesn't
seem to work very intuitively. When I select rule -- Next record if --
and
fill in "module1" equal to "1," the code Next Record If... is inserted.
However something like Module1 = 1 does not appear with it . It is not
clear
what the "Next record if..." code does without this information. So, how
does this rule work? I can find very little useful information to help
me.

2. If I could get the rule to work, how could I have something like the
following (in my simple terms). That is, what is the code to make the
merge
process look through the entire list to see who is in module 1 and list
them,
then go through the list to see who is in module 2 and list them, etc.

Module 1
firstname lastname [for all cases in which module1 = 1]

Module 2
firstname lastname [for all cases in which module2 = 1]

Module 3
firstname lastname [for all cases in which module3 = 1]
etc.

Also, any recommendations for references that spell out clearly how the
codes work and how to use them would be greatly appreciated. What I have
seen so far is not written in clear English so that regular people can
understand.

Thank you for any help.




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