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MS Office Forum / Word / Mailmerge and Fax / June 2006

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Directory mail merge questions

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christine.rasmussen@gmail.com - 14 Jun 2006 16:20 GMT
I am having trouble doing exactly what I want to do with a directory
mail merge.  I have a very long list of students, by school.  First, I
would like to do a page break when the school changes.  As soon as I
put any { } type stuff in, the directory stops being a directory, and
becomes a regular mail merge with one merged record per page.  Is this
normal?  (using word 2003)

Is the only way to do this with a macro or something after the merging
has occurred?

Thanks in advance for any help!

-Chris
Doug Robbins - Word MVP - 14 Jun 2006 18:58 GMT
Sounds like you are probably trying to perform a "multiple items per
condition (=key field)" mailmerge which Word does not really have the
ability to do:

See the "Group Multiple items for a single condition" item on fellow MVP
Cindy Meister's website at

http://homepage.swissonline.ch/cindymeister/mergfaq1.htm#DBPic

Or take a look at the following Knowledge Base Article

http://support.microsoft.com/default.aspx?scid=kb;en-us;211303

http://www.knowhow.com/Guides/CompoundMerges/CompoundMerge.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 (School in your case) in them.

' 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

Signature

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 am having trouble doing exactly what I want to do with a directory
> mail merge.  I have a very long list of students, by school.  First, I
[quoted text clipped - 9 lines]
>
> -Chris
christine.rasmussen@gmail.com - 14 Jun 2006 20:38 GMT
Thanks so much!  I saw this sort of response before, but I wasn't sure
it was really what I was trying to do.

I tried running the macro you provided, and it worked great, thanks!

I have to admit that looking at all the options to solve this problem
is a little daunting, especially when you're on a deadline to find a
fix.

Do you know if there are classes/seminars that teach the higher levels
of programming with Word?

Thanks!

> Sounds like you are probably trying to perform a "multiple items per
> condition (=key field)" mailmerge which Word does not really have the
[quoted text clipped - 82 lines]
> >
> > -Chris
Doug Robbins - Word MVP - 14 Jun 2006 21:42 GMT
As far as I am concerned, I cannot learn things (at least remember anything
worthwhile) unless I have a need/use for it.

There is really so much to know about programming Word that it's a bit the
same way.

But for starters, see the article "Getting To Grips With VBA Basics In 15
Minutes" at:

http://www.word.mvps.org/FAQs/MacrosVBA/VBABasicsIn15Mins.htm

and take a look at the other articles on that website on which we do cover a
lot of needs.  Also, make extensive use of the F1 (help) key in the Visual
Basic Editor.

And, if you get stuck, post questions to these newsgroups.

Signature

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

> Thanks so much!  I saw this sort of response before, but I wasn't sure
> it was really what I was trying to do.
[quoted text clipped - 99 lines]
>> >
>> > -Chris

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