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Mail Merge With Word

Posted on 2014-01-09
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Last Modified: 2014-01-16
Hi,

I have an excel spreadsheet

Column A is the section. There are 2 values for the section P and W. I want the names with section P to be one area and the names with section W in another.

I tried using some mail merge rules: Next Record If

Next Record If Not Blank and Section Equal To P

When I do this, it shows all of the records in the P section, not separated.
Word-Demo.docx
Excel-Demo.xlsx
Should-Look-Like.docx
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Question by:Computer Guy
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4 Comments
 
LVL 76

Expert Comment

by:GrahamSkan
ID: 39768432
You want to group the items according to your 'Section' column You are basically doing a one-to-many Mail Merge. That functionality is not built in to Word. However Microsoft suggest a way of doing it using a directory type of merge in this article: http://support.microsoft.com/kb/294686.

This is what the fields would look like in your case:

{ IF { MERGESEQ } = "1" "{ MERGEFIELD SECTION }¶
" "" }{ SET Place1 { MERGEFIELD SECTION }}¶
{ If { Place2 } <> { Place1 }"¶
{ MERGEFIELD SECTION }¶

{ MERGEFIELD FIRST } { MERGEFIELD LAST }" "{ MERGEFIELD FIRST } { MERGEFIELD LAST }" }{ SET Place2 { MERGEFIELD SECTION }}

There are other ways, mainly using VBA which I suggest in this question:
http://www.experts-exchange.com/Software/Office_Productivity/Office_Suites/MS_Office/Word/Q_23658368.html
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LVL 76

Expert Comment

by:GrahamSkan
ID: 39768553
This is an update of what the fields would look like for your data.

{ IF { MERGESEQ } = "1" "Section { MERGEFIELD SECTION }"
 "" }{ SET Place1  { MERGEFIELD SECTION }}
{ If { Place2 } <> { Place1 }
"Section { MERGEFIELD SECTION }
{ MERGEFIELD FIRST } { MERGEFIELD LAST }" "{ MERGEFIELD FIRST } { MERGEFIELD LAST }" }{ SET Place2 { MERGEFIELD SECTION }}

There is an article here that has some VBA code to convert the text simulation of the Word field code display (as above) to actual Word fields. You might find it useful here.
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Author Comment

by:Computer Guy
ID: 39769297
Do you have any already put together solutions I can build off of?
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LVL 76

Accepted Solution

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GrahamSkan earned 500 total points
ID: 39769915
This document contains the field complex as in my previous comment. You will have to reset the datasource as the path to my Excel file is different from yours.
Word-Demo1.docx
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