Excel & Mail Merge problem

Excel & Mail Merge problem - help??

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ngtybtnice - 22 Dec 2006 13:30 GMT

I have an old computer containing Windows98 as well as Excel97. I am
not able to obtain anything newer at the moment.

I am trying to teach myself how to use Excel97 to maintain a database
of names & address.

I have put in all the data correctly, and if I run a catalog or labels,
it works fine. Any rows which I have temporarily "hidden" do not show
up when I print it out.

But now I want to mail merge the Excel database with a letter using
Word and incorporate the names & address into the body of the letter.

However, when I merge the letter with the excel file, the "hidden" rows
still show up but with blanks in the letter.

For example, letter with non-hidden rows show up correctly:

Dear John Smith:
Thank you for your......

But hidden rows, still print, but have blank spaces with the data would
be:

Dear [blank space]:
Thank you for your....

What do I need to do so that hidden rows do not print?

Thank you.

marcy

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Graham Mayor - 22 Dec 2006 14:00 GMT

Add and extra column - call it (say) Hidden
Put a 1 in all that column for all the hidden rows.
At the start of your merge document put a conditional field
{SKIPIF {Mergefield Hidden} = 1}

Signature

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

My web site www.gmayor.com
Word MVP web site http://word.mvps.org
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

> I have an old computer containing Windows98 as well as Excel97. I am
> not able to obtain anything newer at the moment.
[quoted text clipped - 28 lines]
>
> marcy

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ngtybtnice - 22 Dec 2006 20:05 GMT

> Add and extra column - call it (say) Hidden
> Put a 1 in all that column for all the hidden rows.
> At the start of your merge document put a conditional field
> {SKIPIF {Mergefield Hidden} = 1}

ngtybtnice wrote:

> > I have an old computer containing Windows98 as well as Excel97. I am
> > not able to obtain anything newer at the moment.
[quoted text clipped - 28 lines]
> >
> > marcy

That sound like a great idea. I'll give it a try - and if I'm still
having problems, I'll let you know.

Thanks.

marcy

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marcy - 22 Dec 2006 22:16 GMT

> Add and extra column - call it (say) Hidden
> Put a 1 in all that column for all the hidden rows.
> At the start of your merge document put a conditional field
> {SKIPIF {Mergefield Hidden} = 1}

I took your suggestion and it worked perfectly!

In fact, under INSERT WORD FIELD there was a place to check that would
SKIP RECORD IF... hidden - equal to - 1

Thank you!

marcy

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Graham Mayor - 23 Dec 2006 07:04 GMT

You are welcome - have a good Christmas.

Signature

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

My web site www.gmayor.com
Word MVP web site http://word.mvps.org
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

>> Add and extra column - call it (say) Hidden
>> Put a 1 in all that column for all the hidden rows.
[quoted text clipped - 9 lines]
>
> marcy

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