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How do I force new pages for each chapter in a MS Word "directory" merge?

Posted on 2016-09-26
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Last Modified: 2016-09-26
I have 2000 questions that I am publishing into a book. The questions are from various chapters (1 to 330) and I would like each chapter to appear at the top of the page, such as "Chapter 100" when advancing to the next chapter. Can this be done in MS Word? How about MS Publisher, instead of Word? Or are there third party programs that can be purchased?

I know I can manually go through the final document and add in page breaks and chapter headings, but this will take too much time.

THank you.
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Question by:Lev Seltzer
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Expert Comment

by:Dr. Klahn
ID: 41815757
There must be something that separates one chapter from the next.  Suggest:  do a search-and-replace and apply the paragraph page break (Format option, in the version I have) as part of the change.

Adding page breaks using search-and-replace
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Author Comment

by:Lev Seltzer
ID: 41815769
I have 2000 questions. each question has a chapter number in one of the data fields. When the chapter number is different from the previous chapter number, that is when I want the heading to be displayed.
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Expert Comment

by:GrahamSkan
ID: 41815770
You can use a Wildcard Find and Replace
Find: ^13(Chapter [0-9]{1,}^13)
Replace: ^p^m\1
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Expert Comment

by:GrahamSkan
ID: 41815774
Sorry. I cross-posted and didn't see your new requirement. Can you post a sample document, please?
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Author Comment

by:Lev Seltzer
ID: 41815787
The datafile has 200 records. Let's say that the first 15 records have a "1" in the chapter field. Records 16 through 28 have a "2" in the chapter field. Records 29 through 40 have a "3", etc.

I want to start a new page after record 15 with a heading "Chapter 2" on it.
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Accepted Solution

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GrahamSkan earned 500 total points
ID: 41816173
There are two main ways.

Firstly you can do it during the merge using fields - perhaps a bit like this:
{ IF { MERGESEQ } = "1" "{ MERGEFIELD CITY }¶
" "" }{ SET Place1 { MERGEFIELD CITY }}¶
{ If { Place2 } <> { Place1 }"¶
{ MERGEFIELD CITY }¶

{ MERGEFIELD EMPLOYEE } { MERGEFIELD SALES }" "{ MERGEFIELD EMPLOYEE } { MERGEFIELD SALES }" }{ SET Place2 { MERGEFIELD CITY }}¶

Open in new window

This field complex is from a Microsoft article here:
https://support.microsoft.com/en-us/kb/294686

Another method would be to run a VBA macro on the output document. To do this it would be necessary to extract the chapter number from the text. There are no mergefields in the merge result document. Therefore it would be necessary to find the data by the context, so it would help to see a sample output document.
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Author Closing Comment

by:Lev Seltzer
ID: 41816421
Perfect. This took time to write, but it worked EXACTLY as I needed it to. Thank you for finding this for me.
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Expert Comment

by:GrahamSkan
ID: 41816653
Thanks
I congratulate you. I have modified that structure several times in the past to suit slightly different circumstances and each time it took ages.
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