complex mail merge in Word 2000 from Excel 2000 source

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sheree - 11 Aug 2004 19:26 GMT

I am trying to do a Form Letter MailMerge into Word 2000 using an Excel
2000 workbook as my source document. The information in my source document
is actually a series of menus. Simplified, it looks like this:
Meal,Menu,Week,Day
sample data:
Breakfast,Pink Grapefruit,Week 1, Day 1
Lunch,Lentil Salad,Week 1, Day 1
Lunch,Fruit dring, Week 1, Day 1
Dinner,Salmon filet, Week 1 , Day 1
Breakfast,Cereal,Week 1, Day 2
Breakfast,Juice,Week 1, Day 2
... and so on in the same pattern.
(note: i used commas here only to represent the different columns in the
spreadsheet)

I would like to create a mail merge using the above data to create a word
document with each Day starting on a new page. So, all the meals for Day 1
appear on one page, all the meals for Day 2 appear on the next page, etc.

I have played around and can get multiple records showing up on a single
page in word using either the catalog option, or by inserting the <next
record> word field at the end of each line (i'm dumping these into a table
in word, by the way).
But I have no idea how to get only Day 1 items to appear on one page, then
for a page break to occur, then for only Day 2 items to appear on the next
page.

I'd be very open to trying any suggestions anyone might have.

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Badger - 11 Aug 2004 19:48 GMT

Sheree,

Try
http://support.microsoft.com/?kbid=294686

This is a good example of how to get this kind of merge to work and a lot
easier than others to
understand.
If you're still baffled after reading this, let me know and I'll try to
help.
Done a few of these successfully in the past myself.

Regards
Paul

> I am trying to do a Form Letter MailMerge into Word 2000 using an Excel
> 2000 workbook as my source document. The information in my source document
[quoted text clipped - 24 lines]
>
> I'd be very open to trying any suggestions anyone might have.

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sheree - 12 Aug 2004 13:18 GMT

Thanks so much for this example! It's the first example that even comes
close to what I am trying to do! I need to modify the example they've
given some, and very much appreciate your ideas. The code they have works
for only 2 groups. I need to modify this to work for 7 groups, but
preferably to work for an UNKNOWN number of groups. I'm very new to the
mail merge syntax and am not sure what my programming options are.
Ideally, I would like to detect any change in the grouping field (thus
indicating a new group), insert a page break, and then list out the fields
for the rows that correspond to the next group. So their code is close,
but I'm not quite sure how to adapt it to be more general.

Just to have it in this thread for others to view, here is the syntax from
the microsoft kb article (where <ENTER> represents a paragraph marker):
{ If { MERGESEQ } = "1" "{ MERGEFIELD City }" ""}<ENTER>
{ SET Place1 { MERGEFIELD City }}<ENTER>
{ If { Place2 } <> { Place1 }"<ENTER>
----------------------------Page Break--------------------------------
{ MERGEFIELD City }<ENTER>
<ENTER>
{ MERGEFIELD Employee }{ MERGEFIELD Sales }" "{ MERGEFIELD Employee
}{ MERGEFIELD Sales }" }{ SET Place2 { MERGEFIELD City }}<ENTER>

And here is the sample source file:
City Employee Sales
Atlanta Smith $3,000
Atlanta Gates $50,000
Atlanta Henderson $10,000
Houston Jones $8,000
Houston Kelley $9,000
Houston Peterson $0

And here is the sample output:
Atlanta

Smith $3,000
Gates $50,000
Henderson $10,000

----------------------------Page Break-----------------------------
Houston

Jones $8,000
Kelley $9,000
Peterson $0

Also, this merge example uses the Catalog document type. Is there a way
to add to this syntax column headers that appear only at the top of each
page (and aren't repeated for every row in the merge)? Or an overall page
header?

If possible, I'd like the merge data to appear in rows in a word table
(each piece of data in its own cell). Is there syntax for this also?

Thanks you so much for helping out!
-sheree

> Sheree,
>
[quoted text clipped - 10 lines]
> Regards
> Paul

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