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MS Office Forum / Word / Mailmerge and Fax / July 2007I want to omit a field in a mail merge
I have a mail merge with Prefix, FirstName, Surname, etc. For various reasons when sending out mail some people should only have their Prefix and Surname shown. I need to have their FirstName in the merge as I use it for a large amount of other documents otherwise I would remove it. I have tried the "If...Then...Else" but it doesn't work and I can't use the Skip button as this is for the entire record. Is there another way of doing it? Thank you. For any of your question to be relevant you must be using the AddressBlock field. Don't! Insert the individual fields as you require them. You can then use a conditional field to insert the FirstName field when a condition applies eg {IF{Mergefield FirstName} <> "Fred" "{Mergefield FirstName}"}  Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > I have a mail merge with Prefix, FirstName, Surname, etc. > [quoted text clipped - 8 lines] > > Thank you. Graham, I have tried it with the AddressBlock. Unfortunately I have a number of fields and cannot match them in the Required Information Match Fields dialagoe box resulting in a lot of my information being omitted. I have tried matching them in the Optional Information but this does not appear. Unfortunately I cannot insert the fields after the AddressBlock as these fields are required after the LastName and before Address1. EMC > For any of your question to be relevant you must be using the AddressBlock > field. Don't! Insert the individual fields as you require them. You can then [quoted text clipped - 14 lines] > > > > Thank you. I said don't used the AddressBlock! Remove the addressblock field from the document and use instead the individual fields that make up the address :( Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Graham, > [quoted text clipped - 35 lines] >>> >>> Thank you. Graham, Sorry - my head is full of mince today! I'm afraid I'm not too clued up on mail merges and don't know what a conditional field is. Can you please elaborate on this for me? My data source is coming from Access in case that is a problem. EMC > I said don't used the AddressBlock! Remove the addressblock field from the > document and use instead the individual fields that make up the address :( [quoted text clipped - 38 lines] > >>> > >>> Thank you. A conditional (IF) field is one that inserts (or fails to insert) information when the condition applies. The example I quoted earlier {IF{Mergefield FirstName} <> "Fred" "{Mergefield FirstName}"} inserts the FirstName field when the firstname is anything other than Fred. You have not said what conditions apply that you should omit the firstname. http://www.gmayor.com/mail_merge_labels_with_word_xp.htm or http://www.gmayor.com/merge_labels_with_word_2007.htm should give you some background to merges generally, but if you tell us what the relevant fieldnames are and what conditions apply when you wish to insert them, I'll tell you what to enter. That data source is irrelevant. It is the fieldnames that matter and how you want to display them. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Graham, > [quoted text clipped - 57 lines] >>>>> >>>>> Thank you. In my Prefix I have Mr/Mrs/Miss/Sir/Lady, FirstName as you would expect along with Surname. However, as several records have Lady as the Prefix these must only be addressed with the Prefix and Surname, ie they cannot be addressed as Lady Jane Brown, they must be addressed as Lady[Prefix] Brown[Surname]. That's why I would like the merge to omit the FirstName and only insert the Prefix and Surname in the documentation. I hope this explanation helps. EMC PS I tried the http://www.gmayor.com/merge_labels_with_word_2007.htm link but it isn't working. > A conditional (IF) field is one that inserts (or fails to insert) > information when the condition applies. The example I quoted earlier [quoted text clipped - 70 lines] > >>>>> > >>>>> Thank you. Remove that AddressBlock field (display with ALT+F9) Using CTRL+F9 for each pair of brackets {} enter the following {Mergefield Prefix} {IF{Mergefield Prefix} <> "Lady" " {Mergefield FirstName}"} {Mergefield Surname} Note the space between the quotes and {Mergefield FirstName} and the space before {Mergefield Surname}. The rest is all entered on the same line (even if it appears broken in this post). Your address fields can follow as required. Press Alt+F9 to display the results and merge to a new document. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > In my Prefix I have Mr/Mrs/Miss/Sir/Lady, FirstName as you would > expect along with Surname. However, as several records have Lady as [quoted text clipped - 94 lines] >>>>>>> >>>>>>> Thank you. Fantastic Graham, I have got it to work. However, there is one slight tweak needed. As some of the entries don't have a Prefix there is a space before their FirstName. Before you showed me how to do this, in the Insert Word Field I had "If Prefix is not blank" in the 'Insert this text' box I put a space and a space was created. Where would I put this now? EMC > Remove that AddressBlock field (display with ALT+F9) > Using CTRL+F9 for each pair of brackets {} enter the following [quoted text clipped - 106 lines] > >>>>>>> > >>>>>>> Thank you. It needs a slight reshuffle and an extra conditional: { IF{ Mergefield Prefix } <> "" "{ Mergefield Prefix } " }{ IF{ Mergefield Prefix} <> "Lady" "{ Mergefield FirstName } " }{ Mergefield Surname } Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Fantastic Graham, I have got it to work. > [quoted text clipped - 127 lines] >>>>>>>>> >>>>>>>>> Thank you. This is working a treat, however... as some in the database do not have a Prefix or FirstName (don't ask) they are addressed by their surname. I have tried to apply the logic below by adding { IF{ Mergefield FirstName } <> "" "{ Mergefield FirstName } " } but unfortunately when I do this it replicates the FirstName. EMC > It needs a slight reshuffle and an extra conditional: > [quoted text clipped - 132 lines] > >>>>>>>>> > >>>>>>>>> Thank you. But where did you put the conditional field? It should be nested eg { IF{ Mergefield Prefix } <> "" "{ Mergefield Prefix } " }{ IF{ Mergefield Prefix} <> "Lady" "{ IF{ Mergefield FirstName } <> "" "{ Mergefield FirstName } "}" }{ Mergefield Surname } Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > This is working a treat, however... > [quoted text clipped - 151 lines] >>>>>>>>>>> >>>>>>>>>>> Thank you. Amazingly I did have it in the right place but didn't have two the extra "}. Many thanks again for this. It has been a great help. EMC > But where did you put the conditional field? It should be nested eg > [quoted text clipped - 157 lines] > >>>>>>>>>>> > >>>>>>>>>>> Thank you. You are welcome :) Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Amazingly I did have it in the right place but didn't have two the > extra "}. [quoted text clipped - 175 lines] >>>>>>>>>>>>> >>>>>>>>>>>>> Thank you. |
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