Form letter

[BTC]

I have a database that contains landlord names and their mailing addresses and their rental property addresses. Some landlords own one rental property and some own multiple properties.

My database is in excel. It simply lists all the rental properties.

Such as:

Landlord Mailing Address Rental Property

COL1 COL2 COL3 COL4 COL5 COL6 COL7 COL8 COL9 COL10
John Brown PO Box 123 City State Zip 1111 Street City State Zip
John White PO Box 456 City State Zip 2222 Street City State Zip
John Black PO Box 789 City State Zip 3333 Street City State Zip
John Appleseed PO Box 999 City State Zip 2131 Street City State Zip
John Appleseed PO Box 999 City State Zip 2233 Street City State Zip
John Appleseed PO Box 999 City State Zip 2333 Street City State Zip


In the example above, I have 4 landlords and 6 properties. I would like to send out four letters. Each letter would reference the property. I know how to set up my form letter to merge 1 property, but how can I set it up to list all three properties for John Appleseed in my example.


Any help will be greatly appreciated.

Bruce

 

[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 take a look at the following Knowledge Base Article

How to Work Around Duplicate Names in Mail Merge Data

http://support.microsoft.com/default.aspx?scid=kb;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
I have a database that contains landlord names and their mailing addresses and their rental property addresses. Some landlords own one rental property and some own multiple properties.

My database is in excel. It simply lists all the rental properties.

Such as:

Landlord Mailing Address Rental Property

COL1 COL2 COL3 COL4 COL5 COL6 COL7 COL8 COL9 COL10
John Brown PO Box 123 City State Zip 1111 Street City State Zip
John White PO Box 456 City State Zip 2222 Street City State Zip
John Black PO Box 789 City State Zip 3333 Street City State Zip
John Appleseed PO Box 999 City State Zip 2131 Street City State Zip
John Appleseed PO Box 999 City State Zip 2233 Street City State Zip
John Appleseed PO Box 999 City State Zip 2333 Street City State Zip


In the example above, I have 4 landlords and 6 properties. I would like to send out four letters. Each letter would reference the property. I know how to set up my form letter to merge 1 property, but how can I set it up to list all three properties for John Appleseed in my example.


Any help will be greatly appreciated.

Bruce