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7.0

Mail Merge letters with more than one addressee at one address

Asked by ejukes in Microsoft Word, Office & Productivity Software, Word Processors

Tags: Microsoft, Office, 2003 XP, Mail Merge

I need to send out letters using Mail Merge and I have the addresses supplied in an Excel spreadsheet which you can see below.
There will be a standard letter followed at the foot by the name and address (for use with a window envelope). However, there may be more than one person at the same address in which case the letter needs to print all the names before printing the address. You will see from the sample Exel file below that there are 2 people at 35 Church Road and 3 at Worth Crescent - all the rest are single occupiers.
For those who are familiar with this problem in Mail Merge - I am using the "recommended" (by Microsoft and others) formula which appears below. I have cut it to the bare bones (as I have done with the data) to simplify the problem - so the wording of the letter is just "Letter" and the address incomplete. I've also left out the page break (the Mail Merge is in "catalog" format). The problem is that the first letter is correct, but then the first letter's name gets repeated into the next letter and then they are all "one out". See print-out. I've puzzled over it for hours/days!

SURNAME      FORENAMES      ELECTORADD1
BROWN      RUTH      11 ADELE CLOSE
COOK      ALAN      3 BRIDGE ROAD
ALI      STEPHEN      79 HATCH LANE
FORD      PETER      381 HATCH LANE
LAWRY      KYLE      35 CHURCH ROAD
PHILLIPS      EDITH      35 CHURCH ROAD
JENKINS      LINDA      32 BROOK AVENUE
HAYNES      BILL      40 GATE CLOSE
PETERS      MITCHELL      73 WORTH CRESCENT
MUSTAFA      GEORGE      73 WORTH CRESCENT
OZKUL      HELEN      73 WORTH CRESCENT
NICOLAOU      ANDREW      3 LEVENSEY AVENUE

Result:
======LETTER=======
Ruth Brown
11 Adele Close
======LETTER=======
Ruth Brown
3 Bridge Road
======LETTER=======
Alan Cook
79 Hatch Lane
======LETTER=======
Stephen Ali
381 Hatch Lane
======LETTER=======
Peter Ford
35 Church Road
======LETTER=======
Kyle Lawry
Edith Phillips
32 Brook Avenue
======LETTER=======
Linda Jenkins
40 Gate Close
======LETTER=======
Bill Haynes
73 Worth Crescent
======LETTER=======
Mitchell Peters
George Mustafa
Helen Ozkul
3 Levensey Avenue
======LETTER=======
Andrew Nicolaou
27 Mead Way
1:
2:
3:
4:
5:
6:
7:
8:
9:
10:

[Note - the Mail Merge fields wouldn't paste so I've had to very carefully type it out again and I have checked it ]
 
{ IF { MERGESEQ } = "1""
{ SET ADDRESS2 " "}
======LETTER=======
{ MERGEFIELD FORENAMES\*CAPS } { MERGEFIELD SURNAME\*CAPS }"""{ SET ADDRESS1 { MERGEFIELD ELECTORADD1}}
{ IF { ADDRESS1 } <> {ADDRESS2 }
"{MERGEFIELD ELECTORADD1\*CAPS }
======LETTER=======
{ MERGEFIELD FORENAMES\*CAPS } { MERGEFIELD SURNAME\*CAPS }""{ MERGEFIELD FORENAMES\*CAPS } { MERGEFIELD SURNAME\*CAPS }"}{ SET ADDRESS1 { MERGEFIELD ELECTORADD1}}
[+][-]06/02/08 06:33 AM, ID: 21691792Accepted Solution

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About this solution

Zones: Microsoft Word, Office & Productivity Software, Word Processors
Tags: Microsoft, Office, 2003 XP, Mail Merge
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Solution Provided By: GrahamSkan
Participating Experts: 1
Solution Grade: A
 
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