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MS Office Forum / Word / Mailmerge and Fax / June 2007Mail Merge [If...Then...Else...]
Under Tools > Letters > Mail Merge >Insert Word Field (in merge tool bar) is If...Then...Else... This window allows for adding text under specific circumstances. During an online class for Mail Merge, I was shown a similar window, but instead of inserting text, you would add Mergefields. The window had the first row (Field name, Comparison, Compare to) or something similar on the succeeding rows. I didn't realize I did not know where it is and I would like to find it. If this makes sense, can anyone tell me how to open this window? I have no way of reconnecting with the instructor for the online class. If you are building complex conditional fields, it is better to insert them manually using CTRL+F9 for each set of field brackets {}. The field dialogs are too inflexible. See http://www.gmayor.com/formatting_word_fields.htm for some examples of field construction.  Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Under > [quoted text clipped - 15 lines] > If this makes sense, can anyone tell me how to open this window? I > have no way of reconnecting with the instructor for the online class. I previously tried that but could not get it to work. I did notice that the original field brackets {} hand lines around them but the ones I entered did NOT. Could that make a difference? I checked the link you provided but an unable to find anything. I'm not very good at searching the web. > If you are building complex conditional fields, it is better to insert them > manually using CTRL+F9 for each set of field brackets {}. The field dialogs [quoted text clipped - 20 lines] > > If this makes sense, can anyone tell me how to open this window? I > > have no way of reconnecting with the instructor for the online class. The basics of mail merge are covered at http://www.gmayor.com/mail_merge_labels_with_word_xp.htm If you tell us exactly what you are trying to achieve, we will tell you what is possible. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > I previously tried that but could not get it to work. > I did notice that the original field brackets {} hand lines around [quoted text clipped - 38 lines] >>> have no way of reconnecting with the instructor for the online >>> class. Thank you. If this doesn't help, nothing will. > The basics of mail merge are covered at > http://www.gmayor.com/mail_merge_labels_with_word_xp.htm [quoted text clipped - 43 lines] > >>> have no way of reconnecting with the instructor for the online > >>> class. You're right - it would help if you knew what I was trying to achieve. The data base is in Excel, slightly over 400 entries. There are separate columns for HOME addresses and WORK addresses. Most of the entries have home addresses only, approximately 325. The rest are WORK addresses only or both HOME and WORK addresses provided. What I am trying to do is create a Mail Merge document that will print the home addresses. If the home address column is blank it will automatically go to the work address columns. I have created a great many additional columns (17 columns) into which I entered a great many formulas so that I can use just one merge document for the entire data base. (Haven't tested it yet.) I am hoping to find a simple way to use IF...THEN...ELSE... in Word (MERGE) to handle the problem. I'm comfortable with Excel but the next person to take over the task may not be and the extra columns will definitely confuse them. Is it possible to use IF...THEN... ELSE... in Word (Merge) to solve my problem. > The basics of mail merge are covered at > http://www.gmayor.com/mail_merge_labels_with_word_xp.htm [quoted text clipped - 43 lines] > >>> have no way of reconnecting with the instructor for the online > >>> class. The basic setup is {IF {Mergefield Home} <> "" "{Mergefield Home}" "{Mergefield Word}"} however this assumes that the whole address is in one field. If you have separate streets for streets, towns etc, test one of the home fields that should always be present (such as the town) and put all the fields that represent the addresses formatted as you require them between the quotes. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > You're right - it would help if you knew what I was trying to achieve. > [quoted text clipped - 79 lines] >>>>> have no way of reconnecting with the instructor for the online >>>>> class. Now the only question is where and how do I enter it. I tried under Insert Merge Field, but the "IF" field does not allow you to enter a formula. I entered data as was suggested by someone in my office and then did ALT-F9 to view and edit. The brackets {} in the first part of the formula have a faint box around them but the ones I entered did not. This is my actual problem. I'm pretty good with formulas in Excel so eventually I would have figured it out (I hope), but knowing where and how to enter the formula is my current problem. Thanks for any help you can give. > The basic setup is > [quoted text clipped - 88 lines] > >>>>> have no way of reconnecting with the instructor for the online > >>>>> class. If you step back to my second post in this thread, all is explained. Enter the fields directly into the document from the keyboard using CTRL+F9 for each pair of brackets {} (four pairs in the example I posted). Forget the dialogs (though you can use the insert > merge field dialog to confirm the spelling of any fields used) insert the lot manually at the location where you want it to appear. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Now the only question is where and how do I enter it. I tried under > Insert Merge Field, but the "IF" field does not allow you to enter a [quoted text clipped - 113 lines] >>>>>>> window? I have no way of reconnecting with the instructor for >>>>>>> the online class. Make that my *first* post in this thread ;) Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > If you step back to my second post in this thread, all is explained. > Enter the fields directly into the document from the keyboard using [quoted text clipped - 121 lines] >>>>>>>> window? I have no way of reconnecting with the instructor for >>>>>>>> the online class. Perfect. It works. My major problem was I misread Ctrl+F9 for Alt+F9 People tend to read what they expect and not necessarily with is. Thank you VERY much for your help and patience. > Make that my *first* post in this thread ;) > [quoted text clipped - 123 lines] > >>>>>>>> window? I have no way of reconnecting with the instructor for > >>>>>>>> the online class. Hello. I had a question similar to the original poster and have followed this thread to the end. It seems like I know what I'm doing but there must be something wrong with my syntax as I'm not getting all the results I'd expect. My field is constructed like this: { IF {MERGEFIELD Spouse }<> "" "{ MERGEFIELD Spouse }" "" } The idea is to print the Spouse field if there's data present, and print nothing if data isn't present. If there's nothing in the Spouse field, this works perfectly. The problem is that if there is data, rather than printing the field data, the field result is {MERGEFIELD Spouse}, i.e. what's literally between the quotation marks. My syntax looks right to my eye, but I'm clearly missing something. Any help you could lend would be much appreciated. Thank you. > The basic setup is > [quoted text clipped - 88 lines] > >>>>> have no way of reconnecting with the instructor for the online > >>>>> class. You have to use ctrl-F9 to enter /every/ pair of the special field code braces. In this case, that's 3 pairs of the braces. Peter Jamieson > Hello. I had a question similar to the original poster and have followed > this [quoted text clipped - 109 lines] >> >>>>> have no way of reconnecting with the instructor for the online >> >>>>> class. I appreciate the reply, but apparently don't quite understand. In the example I posted there are 3 pairs of braces. When I compare my syntax to Graham's there doesn't appear to be a difference except that his False conditions prints another field whereas mine simply prints nothing. Again, what am I missing here? > You have to use ctrl-F9 to enter /every/ pair of the special field code > braces. In this case, that's 3 pairs of the braces. [quoted text clipped - 113 lines] > >> >>>>> have no way of reconnecting with the instructor for the online > >> >>>>> class. Maybe the same thing I missed. Do not type { } directly from the keyboard. Use Ctrl+F9 to create the proper braces > I appreciate the reply, but apparently don't quite understand. In the example > I posted there are 3 pairs of braces. When I compare my syntax to Graham's [quoted text clipped - 120 lines] > > >> >>>>> have no way of reconnecting with the instructor for the online > > >> >>>>> class. I'm doing that to start with. Are you saying that each time I need a pair of braces I need to hit Ctrl+F9 again? P.S. Thanks for chipping in. Appreciate it. > Maybe the same thing I missed. > [quoted text clipped - 125 lines] > > > >> >>>>> have no way of reconnecting with the instructor for the online > > > >> >>>>> class. Exactly! These are fields not brackets. CTRL+F9 inserts a field marker. Incidentally you don't need the second set of quotes in this example { IF {MERGEFIELD Spouse }<> "" "{ MERGEFIELD Spouse }"} would work Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > I'm doing that to start with. Are you saying that each time I need a > pair of braces I need to hit Ctrl+F9 again? [quoted text clipped - 149 lines] >>>>>>>>>>> window? I have no way of reconnecting with the instructor >>>>>>>>>>> for the online class. Thank you very, very much! Also, linked to your document in your first reply and have already happily learned about the F9 key. I was just closing and re-opening the document. Hope life on Cyprus is grand! > Exactly! These are fields not brackets. CTRL+F9 inserts a field marker. > Incidentally you don't need the second set of quotes in this example [quoted text clipped - 154 lines] > >>>>>>>>>>> window? I have no way of reconnecting with the instructor > >>>>>>>>>>> for the online class. > Hope life on Cyprus is grand! It has its moments - but water shortages are going to be a problem this summer :( Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> Never mind. I didn't read Peter's post as closely as I should have. Guess it just seems a bit counter-intuitive. Thanks again. > Maybe the same thing I missed. > [quoted text clipped - 125 lines] > > > >> >>>>> have no way of reconnecting with the instructor for the online > > > >> >>>>> class.
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