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MS Office Forum / Word / Mailmerge and Fax / July 2007Mail Merge: If ... then ... else
I understand that I can use this function to check a field in my merge data, and insert one or another text string into my Word document. What I'd like to do is use a field in my merge data to direct which of two merge fields to print. Is there a way to implement something like: If [FIELD1] is Empty then [FIELD2] else [FIELD3] ? Yes. It's generally easier to insert this kind of "nested field" using the keyboard rather than the drop down lists and so on - you need a. to enable the Mail Merge toolbar (View|Toolbars in WOrd 2002,2003, it automatically appears for mailmerge documents in earlier versions) Use the <<>> button to switch between "field view" where you see <<fieldname>> and "data preview" where you see some result data b. Alt-F9 to toggle between "field code view" where you see { MERGEFIELD fieldname } and "field view"/preview. You may find that fields disappear as you insert them and you need to use Alt-F9 to get them back. c. select one or more fields and press F9 to update their values d. ctrl-F9 to insert /each/ pair of the special "field code braces" The field you need is { IF "{ MERGEFIELD field1 }" = "" "{ MERGEFIELD field2 }" "{ MERGEFIELD field3 }" } If you don't like all the quotes in this case you can probably get away with { IF { MERGEFIELD field1 } = "" { MERGEFIELD field2 } { MERGEFIELD field3 } } but I advise you to stick with what I suggested. If the field name "field1" actually has spaces in it, e.g. is "field 1", then you need even more quotes to surround the name, e.g. { IF "{ MERGEFIELD "field 1" }" = "" "{ MERGEFIELD field2 }" "{ MERGEFIELD field3 }" } Peter Jamieson >I understand that I can use this function to check a field in my merge >data, [quoted text clipped - 4 lines] > print. Is there a way to implement something like: > If [FIELD1] is Empty then [FIELD2] else [FIELD3] ? Thanks much.... At the risk of sounding like Chandler Bing, all that Alt-F9, Ctrl-F9, F9 couldn't BE more complicating, but I'm away to the races now. Cheers ! > Yes. It's generally easier to insert this kind of "nested field" using the > keyboard rather than the drop down lists and so on - you need [quoted text clipped - 36 lines] > > print. Is there a way to implement something like: > > If [FIELD1] is Empty then [FIELD2] else [FIELD3] ? The three listed commands that control fields quickly become second nature when working with merge documents.  Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Thanks much.... At the risk of sounding like Chandler Bing, all that > Alt-F9, Ctrl-F9, F9 couldn't BE more complicating, but I'm away to [quoted text clipped - 42 lines] >>> print. Is there a way to implement something like: >>> If [FIELD1] is Empty then [FIELD2] else [FIELD3] ? Have used if then else in excel. Not familar good with word. Want to have word stop printing when it finds a blank cell. This is in a mail merge macro. Is there code to do this? I have written procedures in excel. No expert self tought. Having a good time. Those of you that man this group are lifesavers. Thanks > The three listed commands that control fields quickly become second nature > when working with merge documents. [quoted text clipped - 45 lines] > >>> print. Is there a way to implement something like: > >>> If [FIELD1] is Empty then [FIELD2] else [FIELD3] ? Your other messages suggest that you may have solved this problem, but if not... 1. I don't think a Word { IF } field will help here, because it doesn't let you terminate a merge (i.e. you can't do something like IF condition THEN exit function ELSE continue merging END IF If your Excel macro is starting Word, then performing a MailMerge.Execute, it's already "too late" - the start and end records have been selected and the merge will merge those records, /unless/ you are also using Merge Events in Word, in which case you can cancel the merge from within. However, since your merge is running from Excel, I would suggest that it would be simpler to run some Excel code to find the first blank cell in the column that you want to test, (say it is in row N of the sheet) then set the merge so that it merges rows 2 to N-1 Peter Jamieson > Have used if then else in excel. Not familar good with word. Want to have > word stop printing when it finds a blank cell. This is in a mail merge [quoted text clipped - 55 lines] >> >>> print. Is there a way to implement something like: >> >>> If [FIELD1] is Empty then [FIELD2] else [FIELD3] ? Thank You for explination Helps a novice like me a lot Thanks > Your other messages suggest that you may have solved this problem, but if > not... [quoted text clipped - 79 lines] > >> >>> print. Is there a way to implement something like: > >> >>> If [FIELD1] is Empty then [FIELD2] else [FIELD3] ? Hi, I am totaly new at this complexity of merge and want to be sure I understand where these logic strings should go--you place them right in the middle of your sequence of fields to build an address. I was trying to follow instructions from word mvp to build a complex address where not every filed in every record would have a value and came up with this result: { MERGEFIELD jobtitle }{ IF { MERGEFIELD jobtitle } = "" "" " " } { MERGEFIELD org1 }{ IF { MERGEFIELD org1 } = "" "" " " } { MERGEFIELD org2 }{ IF { MERGEFIELD org2 } = "" "" " " } { MERGEFIELD jobtitle }{ IF { MERGEFIELD jobtitle } = "" "" " " } { MERGEFIELD address2 }{ IF { MERGEFIELD address2 } = "" "" " " } but when I ran the merge, only the name field got filled in. I would greatly appreciate any help you can offer. > Thank You for explination Helps a novice like me a lot > Thanks [quoted text clipped - 82 lines] > > >> >>> print. Is there a way to implement something like: > > >> >>> If [FIELD1] is Empty then [FIELD2] else [FIELD3] ? It is difficult to see the relevance of your particular field names, but if I show a typical example of conditional fields in an address, maybe you can work it out from there? { Mergefield FirstName } { Mergefield LastName }¶ { IF{ Mergefield JobTitle } <> "" "{ Mergefield JobTitle }¶ " }{ IF{ Mergefield Company } <> "" "{ Mergefield Company }¶ " }{ Mergefield Address1 }¶ { IF { Mergefield Address2 } <> "" "{ Mergefield Address2 }¶ " }{Mergefield Address 3 } etc Press Enter where you see ¶ and nowhere else. Your example { MERGEFIELD org1 }{ IF { MERGEFIELD org1 } = "" "" " " } enters the content of org1 then if Org1 is not empty it enters a space. This can be written more simply as { MERGEFIELD org1 }{ IF { MERGEFIELD org1 } <> "" " " } or { IF { MERGEFIELD org1 } <> "" "{ MERGEFIELD org1 } " } ie If Org1 has content (not empty) write org1 and a space. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Hi, > [quoted text clipped - 114 lines] >>>>>>>> print. Is there a way to implement something like: >>>>>>>> If [FIELD1] is Empty then [FIELD2] else [FIELD3] ?
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