I'm using the Word mail merge feature to create an information directory.
I'm okay with sorting first by state and then by last name to get the
information in the order I want. But what I can't get done is to put the
state code (such as "AZ"), which is a field in each record, at the beginning
of each section of the list. For example:
---------------------------------
AZ

Tom Anderson, 222-555-1234
Mary Smith, 222-555-9876
Gillian Williams, 222-555-3500

AK

Gracie James, 333-555-9000
Mark Svrcek, 333-555-4545
----------------------------
Any suggestions to accomplish this would be greatly appreciated.

Lyndie

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
"LyndieBee" wrote in message
news
I'm using the Word mail merge feature to create an information directory.
I'm okay with sorting first by state and then by last name to get the
information in the order I want. But what I can't get done is to put the
state code (such as "AZ"), which is a field in each record, at the
beginning
of each section of the list. For example:
---------------------------------
AZ

Tom Anderson, 222-555-1234
Mary Smith, 222-555-9876
Gillian Williams, 222-555-3500

AK

Gracie James, 333-555-9000
Mark Svrcek, 333-555-4545
----------------------------
Any suggestions to accomplish this would be greatly appreciated.

Lyndie