MS Office Forum / Word / Mailmerge and Fax / November 2004
next-record-if else STOP?
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David Rothman - 10 Nov 2004 22:12 GMT simple application, nothing fancy, but not sure how to do this...
i have an array of names/addresses sorted by group in excel with a field of 0's and 1's acting as a flag denoting whether a new group should start (bunch of zero's followed by a single 1 to indicate new group)
i also have a table (with form fields) in Word that i want to use to generate an email such that the table gets repeated (with the info from excel) for each
for example:
0, john smith, 123 main st, ny, NY 0, mary jones, 235 broadway, pitts, pa 1, bob johnson, 12 state st, phila, pa 0, andy chin, 100 libert st, hoboken,nj 0, ... 0, ... 0, ... 1, ... 0,... 1,..
all i want to do is:
print the form 3 times for group 1 => and then email it print the form 5 times for next group => and then email it print the form 2 times for next group => and then email it
max number of people in a group is 10, so i could replicate the table 10 times and use 'next-record-if' (if flag = 0) between each table, but word doesn't know when to 'stop', so it repeats that last record until 10 forms are written out.
i really want a loop and some sort of an 'exit' command.
i'm sure this is easy in VB, but is there a way to get a similar result w/o fully blown VB programming? the Word fields seem to be awfully limiting when accessed thru the mail-merge toolbar, so i'm hoping there's something in there that i'm not seeing. thanks.
Monika Krug - 11 Nov 2004 11:05 GMT Have you read this: http://support.microsoft.com/? kbid=105888 ?
Regards, Monika.
>-----Original Message----- >simple application, nothing fancy, but not sure how to do this... [quoted text clipped - 39 lines] > >. David Rothman - 11 Nov 2004 20:16 GMT 105888 seemed more difficult than 294686.
what i don't understand in 294686 is why i'm getting page breaks between each line of output. the example in the KB indicates just linefeeds, yet i can't get rid of the section (page breaks).
thanks for any help.
p.s. is there a way to cut and paste those control codes?
> Have you read this: http://support.microsoft.com/? > kbid=105888 ? [quoted text clipped - 57 lines] > > > >. Cindy M -WordMVP- - 12 Nov 2004 11:28 GMT Hi David,
> what i don't understand in 294686 is why i'm getting page breaks between > each line of output. the example in the KB indicates just linefeeds, yet i > can't get rid of the section (page breaks). Are you choosing a catalog (directory) type of mail merge? That's the only one that doesn't insert a next page section break after each record.
Cindy Meister INTER-Solutions, Switzerland http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004) http://www.word.mvps.org
This reply is posted in the Newsgroup; please post any follow question or reply in the newsgroup and not by e-mail :-)
David Rothman - 12 Nov 2004 15:21 GMT ok..great thanks..that works...
now (:-) )...
using the 294686 analogy, i now have a document with a Heading ("City") and a bunch of data points under it and that repeats, ala:
Houston record1 record2 record3
Atlanta record1
NY record1 record2 record3 record4 etc etc
i can put delimeters before each city name (ie. City: Houston).
i could even put a section or page break.
but, is there a relatively simple way to send an email to the email address associated with each city where it would contain (just) that city's data?
or worst case, is there a simple Word file splitter around that could split the word file into named (i..e Atlanta.doc) files so that i could manually email them? thanks again
> Hi David, > [quoted text clipped - 12 lines] > This reply is posted in the Newsgroup; please post any follow question or > reply in the newsgroup and not by e-mail :-) Doug Robbins - 13 Nov 2004 12:59 GMT Word does not really have the ability to perform a "multiple items per condition (=key field)" mailmerge.
See the "Multiple items per condition" item under the "Special merges" section of fellow MVP CIndy Meister's website at
http://homepage.swissonline.ch/cindymeister/MergFram.htm
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 - like put each of those tables in a separate document and email them.
See the article "Mail Merge to E-mail with Attachments" at
http://word.mvps.org/FAQs/MailMerge/MergeWithAttachments.htm
' 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 Please respond to the Newsgroup for the benefit of others who may be interested. Questions sent directly to me will only be answered on a paid consulting basis.
Hope this helps, Doug Robbins - Word MVP
> ok..great thanks..that works... > [quoted text clipped - 51 lines] >> This reply is posted in the Newsgroup; please post any follow question or >> reply in the newsgroup and not by e-mail :-) David Rothman - 13 Nov 2004 16:39 GMT doug, i don't think i was clear...
the RESULT of my mail merge (using 294686) was something like:
City:Houston email:h@houston.com
record1 record2 record3
City: Atlanta email:a@atlanta.com
record1
City:NY email:n@ny.com
record1 record2 record3 record4
some of the lists had 50-100 records (thus if paged, they would run to more than one page).
my 'simple' task now is to strip out Atlanta's records and email to a@atlanta.com and similarly to every city.
i could use a word keystroke macro to do most of it (search on "City:" cut that section out of the main doc and paste to a new doc, but when i get to emailing, the macro stops (as you're no longer in Word's domain, but in your email client's), but i can't automate the whole process.
i was hoping there's a macro floating around that could parse a Word file into sections and email them according to some email address field per section. thanks for any ideas.
> Word does not really have the ability to perform a "multiple items per > condition (=key field)" mailmerge. [quoted text clipped - 115 lines] > >> This reply is posted in the Newsgroup; please post any follow question or > >> reply in the newsgroup and not by e-mail :-) Doug Robbins - 14 Nov 2004 00:04 GMT Hi David,
I don't know of one floating around that does exactly what you want, but using some of the ideas/methods in what I previously posted and some of the techniques in the article "Mail Merge to E-mail with Attachments" at
http://word.mvps.org/FAQs/MailMerge/MergeWithAttachments.htm
you should be able to achieve it.
 Signature Please respond to the Newsgroup for the benefit of others who may be interested. Questions sent directly to me will only be answered on a paid consulting basis.
Hope this helps, Doug Robbins - Word MVP
> doug, i don't think i was clear... > [quoted text clipped - 169 lines] > or >> >> reply in the newsgroup and not by e-mail :-)
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