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MS Office Forum / Word / Mailmerge and Fax / June 2006How do I get records to print on the proper document?
I have a user that wants to input a list of information into one spot an have it print out on the proper document that would be associated with those records. She has created a data source using Excel2003 that has 9 fields to a record (To, Date, Type of Permit, File Number, Project Planner, Applicant, Acting Agent, Project Name, Comments Due). Also, she has also created 10 different documents that this information would merge to. How do I associate these records to print on the proper form? Would I do this in Excel or Word? Word2003/Excel2003 You could use mail merge in Word. Each form would be created as a mail merge main document to which would be attached the Excel spreadsheet as the data source. See the article "Creating a Mail Merge Data Source" at: http://www.word.mvps.org/FAQs/MailMerge/CreateADataSource.htm See the article "How to create a Mail Merge" at: http://www.word.mvps.org/FAQs/MailMerge/CreateAMailMerge.htm  SignatureHope 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 user that wants to input a list of information into one spot an >have it print out on the proper document that would be associated with [quoted text clipped - 9 lines] > > Word2003/Excel2003 That is what I am currently doing for her. The problem I have is the following; 1. She enters in all the data into one datasource 2. When she opens her mailmerge document called Agency.doc she only wants the records to merge to this document that pertain to this document. 3. And when she opens the mailmerge document called Irrigation.doc she only wants the records to merge to this document that pertain to this document and so on. I think I need an IF statment in each field but I'm not sure because I did this, but I ended up having 37 letters with blank fields and only 3 letters that had information in the fields. I'm lost. > You could use mail merge in Word. Each form would be created as a mail > merge main document to which would be attached the Excel spreadsheet as [quoted text clipped - 21 lines] >> >> Word2003/Excel2003 What distinguishes the fields for Agency from those for Irrigation? Quite frankly, the easiest thing to do is to cut one lot of records from the Excel spreadsheet and paste them into a different one so that you have a separate data source for each mail merge main document. SignatureHope 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 > That is what I am currently doing for her. The problem I have is the > following; [quoted text clipped - 36 lines] >>> >>> Word2003/Excel2003 I'm not sure what your quite sure what your asking but... Irrigation is one of the many "To" (Agency). FYI: There are 27 different Agencies (Irrigation, Public Works, Fire District#1 and so on... there is also a generic one called Agency), there are also 6 different Planners (Brain, Cliff...), and 9 different permits (Subdivision, Shortplat...) that need to be merged into the document. What the user does is inputs information that she receives from a stack of client folders into Excel2003 spreadsheet that has 9 fields to a record (To, Date, Type of Permit, File Number, Project Planner, Applicant, Acting Agent, Project Name, Comments Due). If this client needs to be going to different "To" (Agency) Basically, one clients folder could print out on 12 different documents. Thanks for being patient w/me I'm not sure how to explain this. > What distinguishes the fields for Agency from those for Irrigation? > [quoted text clipped - 42 lines] >>>> >>>> Word2003/Excel2003 At the start of each merge document enter a SkipIf field pertaining to the conditions required for that document eg {SKIPIF {Mergefield Agency} <> "Irrigation"} That will enter all the records that have the Agency field set to Irrigation. You have a planner called 'Brain'? Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > I'm not sure what your quite sure what your asking but... Irrigation > is one of the many "To" (Agency). [quoted text clipped - 75 lines] >>>>> >>>>> Word2003/Excel2003 I appreciate the help. Quick fingers typing I guess, it's "Brian" not "Brain". Wouldn't that be something to have the name Brain? Thanks. > At the start of each merge document enter a SkipIf field pertaining to the > conditions required for that document eg [quoted text clipped - 85 lines] >>>>>> >>>>>> Word2003/Excel2003
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