A complex question on setting up a mail merge.

[Mail Merge and Records]

To All,

I am working on a project where I have data that is contained in an Excel
spreadsheet. The data is sorted by the following columns: SD# (assending)
then by PO Date (assending). So there are a number of rows that contain the
same SD# but the Invoice information (which are several other columns) are
different.
Currently, the mail merge document places each record as its own record
(translating to pages) in the mail merge. I also tried using a directory but
the body of the letter repeats continously with each corresponding record
(thus a run-on letter that after it lists record #1, it continues on the same
page with the beginning of the letter and it's record information, and etc.).


How do I set up a mail merge document that will repeat the invoice
information at the bottom of the letter (based on the placed holders
corresponding to the Excel spreadsheet) based on the SD# field from Excel
that will not go onto the next record (thus creating a new page per record)?
I hope I have been as descriptive as possible. I know it's confussing but I
tried to describe it as best as I could.

Thank you for any responses.

 

[Anne Troy]

Sorry. The only method I'm aware of is Cindy Meister's.
http://homepage.swissonline.ch/cindymeister/mergfaq1.htm#ComplexMerg
*******************
~Anne Troy

www.OfficeArticles.com

 

[Doug Robbins]

Word does not really have the ability to perform a "multiple items per
condition (=key field)" mailmerge.

See the "Multiple items per condition" item under the "Special merges"
section of fellow MVP Cindy Meister's website at

http://homepage.swissonline.ch/cindymeister/MergFram.htm

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