Mail merge

[Fay Yocum]

I am creating a mail merge Word orientation handbook that is to be unit
specific. The data to make it unit specific is in an Access database. The
section layout is designed to go inline with the checklist used for
orientation.

I have gotten the basics working as I want it to. I have also created an IF
statement to display material if the department is ICU it would display
specific text that isn't otherwise displayed.

Here are my issues: I have more skills than most users at the facility. If I
was to leave the facility I want something that isn't going to be difficult
for them to maintained and improve on with time. I am concerned that if I
hide material in IF statements someone else will not know how to deal with
them. I am planning to create a manual to go with the handbook so I am
thinking IF statements may work.

I will have sections that only apply to one or two units. I will not be able
to just tack on the material to the end of the main document because it
would mess up the flow. For example the ER has a sub section on Radios that
needs to be included in the General Operation section of the handbook not at
the end. My question is how to best bring in information like this. Is there
a way to insert a file or show hidden text. For example { IF Department =
Emergency Room, Bookmark unhidden, Bookmark hidden }

Any ideas would be appreciated to keep this project usable for basic users
and slightly above basic users (me)?

Thank you

Fay

 

[Graham Mayor]

You don't need a bookmark for this, you need a conditional field e.g.

{IF {Mergefield Department} = "Emergency Room" "Type this" "Otherwise type
this"}

"Type this" can be anything that can be put in a document, including
Autotext or Includetext fields.
If you have lots of such texts then you need to use Includetext fields and
save the texts as documents, which you can insert according to the content
of the field e.g.

{IF {Mergefield Department} = "Emergency Room" "{INCLUDETEXT
C:\\path\\{Mergefield Department}.doc"}

which would insert "C:\path\emergency room.doc"

The principle is essentially that shown at
http://www.gmayor.com/mail_merge_graphics.htm albeit there it is graphics
rather than text files that are inserted.

By using this method, users can update the inserted files as required.

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Fay Yocum]

Thank you Graham. I figured out how use INCLUDETEXT and then add a bookmark.
That took a while because I placed a quote to the left of the bookmark not
the right. Oh well, it is the little things.

To take this a little further. I will be entering blocks of text that have
single or multiple paragraphs What is the best way to ensure that the
paragraphs flow properly or don't mess up the headers for the next section
in the main document. Should I always include the paragraph mark in the
bookmark? Any advise here would be appreciated. Thank you.

Fay

 

[Graham Mayor]

Essentially if you insert a bookmarked section of text, it behaves as if you
had pasted the selected text. Mark the text so that it inserts the parts you
want.

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>