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MS Office Forum / Word / Mailmerge and Fax / February 2008

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Employee phone list in directory tool under mailmerge

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OfficeNDN - 21 Feb 2008 04:42 GMT
I am trying to create an employee phone list using mail merge and the
directory tool.
My list is an Excel database.  The column headings are "extension number",
"first name", "last name", "department", and "Heading" in that order starting
in column A.

I would like to have the heading listed first ( the heading contains unique
info like mailing address and government program), then the department
(within the government program), the first name, the last name and then the
employee's extension.  

I can get all to list easy enough but all five items show for each and every
extension number which makes for a long list.

I would like to have the "heading" and "department" listed only once then
have all the employee's numbers for that department listed.  Then when there
is a new department the "heading" and "department" would list again one time.

How can I do this?
Doug Robbins - Word MVP - 21 Feb 2008 05:25 GMT
You are trying to perform a "multiple items per condition (=key field)"
mailmerge which Word does not really have the ability to do:

See the "Group Multiple items for a single condition" item on fellow MVP
Cindy Meister's website at

http://homepage.swissonline.ch/cindymeister/mergfaq1.htm#DBPic

Or take a look at the following Knowledge Base Article

http://support.microsoft.com/default.aspx?scid=kb;en-us;211303

http://cornell.veplan.net/article.aspx?&a=3815

Or, if you create a Catalog (on in Word XP and later, it's called Directory)
type mailmerge main document with the mergefields in the cells of a one row
table in the mailmerge main document with the keyfield in the first cell in
the row and then execute that merge to a new document and then run the
following macro, it will create separate tables with the records for each
key field in them.  With a bit of further development, you may be able to
get it to do what you want.

' Macro to create multiple items per condition in separate tables from a
directory type mailmerge

Dim source As Document, target As Document, scat As Range, tcat As Range
Dim data As Range, stab As Table, ttab As Table
Dim i As Long, j As Long, k As Long, n As Long
Set source = ActiveDocument
Set target = Documents.Add
Set stab = source.Tables(1)
k = stab.Columns.Count
Set ttab = target.Tables.Add(Range:=Selection.Range, numrows:=1,
numcolumns:=k - 1)
Set scat = stab.Cell(1, 1).Range
scat.End = scat.End - 1
ttab.Cell(1, 1).Range = scat
j = ttab.Rows.Count
For i = 1 To stab.Rows.Count
   Set tcat = ttab.Cell(j, 1).Range
   tcat.End = tcat.End - 1
   Set scat = stab.Cell(i, 1).Range
   scat.End = scat.End - 1
   If scat <> tcat Then
       ttab.Rows.Add
       j = ttab.Rows.Count
       ttab.Cell(j, 1).Range = scat
       ttab.Cell(j, 1).Range.Paragraphs(1).PageBreakBefore = True
       ttab.Rows.Add
       ttab.Cell(j + 1, 1).Range.Paragraphs(1).PageBreakBefore = False
       For n = 2 To k
           Set data = stab.Cell(i, n).Range
           data.End = data.End - 1
           ttab.Cell(ttab.Rows.Count, n - 1).Range = data
       Next n
   Else
       ttab.Rows.Add
       For n = 2 To k
           Set data = stab.Cell(i, n).Range
           data.End = data.End - 1
           ttab.Cell(ttab.Rows.Count, n - 1).Range = data
       Next n
   End If
Next i

Signature

Hope 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 am trying to create an employee phone list using mail merge and the
> directory tool.
[quoted text clipped - 21 lines]
>
> How can I do this?
OfficeNDN - 22 Feb 2008 03:30 GMT
Thanks Doug Robbins I will give this a try.  

> You are trying to perform a "multiple items per condition (=key field)"
> mailmerge which Word does not really have the ability to do:
[quoted text clipped - 86 lines]
> >
> > How can I do this?
 
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