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

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Unknown name in mail merge

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Daedalusfbo - 28 Mar 2008 17:06 GMT
Hi everyone!  I need to send out about 500 form letters to different
companies. I have my database and form letter all set up as follows:

«Title» «First_Name» «Last_Name»
«Company_Name»
«Address_Line_1»
«City» «State»
«ZIP_Code»

Dear «Title» «Last_Name»:

The problem is that I don't have a last name for all of the companies
in my database.  Therefore, when I go to print my form letter, the
greeting will look like this:  "Dear:"  because the last name in the
database is left blank.

I can't enter Sir or Madam under the last name in the Database because
then my form letter will look like this:

Sir or Madam
Company ABC
123 Street
City, State
Zip Code

Dear Sir or Madam:

Can someone please tell me how I can get my form letter to
automatically enter "Sir or Madam" under the greeting when I don't have
a last name in my database (without having it show up under the top line
of my address line)?  

Thank you!

Signature

Daedalusfbo

macropod - 28 Mar 2008 23:18 GMT
Hi Daedalusfbo,

Here's how:
. Copy your «Last_Name» field and paste it into your document ahead of the «Title» field
. Select all three fields and press Ctrl-F9 to enclose them in a new field, thus:
{«Last_Name»«Title» «Last_Name»}
. Fill in around the new field braces thus, paying careful attention to the spacing:
{IF«Last_Name»= "" "Sir or Madam" "«Title» «Last_Name»"}
. Position the cursor anywhere in this field and press F9 to update it
. Run your mailmerge

Cheers
Signature

macropod
[MVP - Microsoft Word]
-------------------------

> Hi everyone!  I need to send out about 500 form letters to different
> companies. I have my database and form letter all set up as follows:
[quoted text clipped - 29 lines]
>
> Thank you!
Daedalusfbo - 31 Mar 2008 14:44 GMT
omg!  Thank you very much, macropod!  Wow, you've saved me a lot of tim
and unnecessary printing.

Cheers!

macropod;2696628 Wrote:
> Hi Daedalusfbo,
>
[quoted text clipped - 49 lines]
>
> Thank you!

--
Daedalusfbo

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