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MS Office Forum / Word / Mailmerge and Fax / December 2004

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Merge Multiple Records into One Document

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jdb - 08 Dec 2004 17:57 GMT
Hello,

I am creating an end-of-year mailing to this year's donors for my nonprofit
group.  The purpose of the mailing is to confirm their total giving for their
tax records.

I would like each donor to receive one letter, with the letter listing the
date, amount, pupose, etc. of their donation(s).

Here's my quandry:  my data source is an excel file where each row is a
separate donation.  Some donors have given multiple times over the year, I
want their letter to list all their donations (I could just send them a
separate letter for each donation, but that would be inefficient and not as
cool).  

So, how do I set up the merge so that each donor gets only one letter, and
each letter lists all of that particular donor's contributions?

Thanks in advance for your assistance.

Signature

Joe

Doug Robbins - 09 Dec 2004 00:33 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.

' 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

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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

> Hello,
>
[quoted text clipped - 18 lines]
>
> Thanks in advance for your assistance.
jdb - 10 Dec 2004 18:59 GMT
Thanks for your response, Doug.  I tried your solution, but got a syntax
error in the macro:

Set ttab = target.Tables.Add(Range:=Selection.Range, numrows:=1,

I know nothing about writing macros, so would appreciate any further help.

> Word does not really have the ability to perform a "multiple items per
> condition (=key field)" mailmerge.
[quoted text clipped - 77 lines]
> >
> > Thanks in advance for your assistance.
Doug Robbins - 11 Dec 2004 00:33 GMT
The mail program has inserted a line break in that row.  Place the cursor at
the beginning of the next line of code and press the backspace key to rejoin
the lines and restore it as all one command.

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

> Thanks for your response, Doug.  I tried your solution, but got a syntax
> error in the macro:
[quoted text clipped - 91 lines]
>> >
>> > Thanks in advance for your assistance.
 
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