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MS Office Forum / Word / Mailmerge and Fax / April 2005Problems with Merge Codes
Using Word/Excel 2002 SP3 I have a Word File which merges Excel data just fine. What I would like to do is modify the Word file to only accept the Excel data if {MERGEFIELD active} is not blank. The layout is a directory type Word table that has Name, Address, Telephone... If the data source field "active" contains data, then enter the Name in Column 1, Address in Column 2 etc if the data source field "active" is blank, then skip and go to the next non blank record. Any assistance would be greatly appreciated.  SignatureRegards Michael Koerner Typically you should use the Mail Merge filtering options to select records in the data source (in Word 2002/2003 open the Edit Recipients dialog box, select one of the column headings, and choose "Advanced..." to get to the relevant dialog box. In Word 2000 and earlier, use the Query Options button in Mail Merge Helper). However, a. there are problems in some versions of Word where Word may lose the data source if you specify filters. b. maybe you meant something slightly different? Peter Jamieson > Using Word/Excel 2002 SP3 > [quoted text clipped - 14 lines] > > Any assistance would be greatly appreciated. Clicking on the "Mail Merge Recipients" button does not produce an "Advanced Option" in my 2002 version of Word. Maybe I'm looking in the wrong place. I thought it could be done using (which I know nothing about) an IF statement. Something to the effect that: {IF} {MERGEFIELD active} is = to "y" then enter the {MERGEFIELD name} and the rest of the {MERGEFIELD's} for that particular record. SignatureRegards Michael Koerner Typically you should use the Mail Merge filtering options to select records in the data source (in Word 2002/2003 open the Edit Recipients dialog box, select one of the column headings, and choose "Advanced..." to get to the relevant dialog box. In Word 2000 and earlier, use the Query Options button in Mail Merge Helper). However, a. there are problems in some versions of Word where Word may lose the data source if you specify filters. b. maybe you meant something slightly different? Peter Jamieson > Using Word/Excel 2002 SP3 > [quoted text clipped - 14 lines] > > Any assistance would be greatly appreciated. When you open ail erge Recipients, you should see the data fro the data source displayed with column headings. In each column heading there should be a sall triangular drop-down arrow. If you click that, you should see options to filter on various values in that particular column. So if you click on the header of the Active column, you may be able to select the filter you need. If not, at the bottom of the list you should see an (Advanced...) option which leads to the dialog I mentioned. > I thought it could be done using (which I know nothing about) an IF > statement. [quoted text clipped - 3 lines] > {MERGEFIELD name} and the rest of the {MERGEFIELD's} for that particular > record. Yes, you could enclose your entire text inside the result of an IF field, e.g. { IF "{ MERGEFIELD active } = "y" "the complete text of your document including fields" "" } but if you do that, you will get a blank page (i.e. not quite nothing) for each record you are trying to exclude, if you are using a Letter erge. For a Catalog/Directory Merge you should be OK. In either case, you may find that complex foratting within the IF result does not behave properly. You can also put the following at the start of your ail merge main document { SKIPIF "{ MERGEFIELD active } <> "y" } but I would check that that does what you want, and be aware that Microsoft advises against the use of SKIPIF (see Word Help) and that it may interact badly with { NEXT } fields. Peter Jamieson > Clicking on the "Mail Merge Recipients" button does not produce an > "Advanced [quoted text clipped - 41 lines] >> >> Any assistance would be greatly appreciated. Peter; Much appreciated and thank you very much. The { SKIPIF "{ MERGEFIELD active } <> "y" } worked like a charm, as did the "Advanced Option" which I found to be much quicker. Does that option stay once you leave the document? Or, is it something you have to select each time you run the merge? SignatureRegards Michael Koerner When you open ail erge Recipients, you should see the data fro the data source displayed with column headings. In each column heading there should be a sall triangular drop-down arrow. If you click that, you should see options to filter on various values in that particular column. So if you click on the header of the Active column, you may be able to select the filter you need. If not, at the bottom of the list you should see an (Advanced...) option which leads to the dialog I mentioned. > I thought it could be done using (which I know nothing about) an IF > statement. [quoted text clipped - 3 lines] > {MERGEFIELD name} and the rest of the {MERGEFIELD's} for that particular > record. Yes, you could enclose your entire text inside the result of an IF field, e.g. { IF "{ MERGEFIELD active } = "y" "the complete text of your document including fields" "" } but if you do that, you will get a blank page (i.e. not quite nothing) for each record you are trying to exclude, if you are using a Letter erge. For a Catalog/Directory Merge you should be OK. In either case, you may find that complex foratting within the IF result does not behave properly. You can also put the following at the start of your ail merge main document { SKIPIF "{ MERGEFIELD active } <> "y" } but I would check that that does what you want, and be aware that Microsoft advises against the use of SKIPIF (see Word Help) and that it may interact badly with { NEXT } fields. Peter Jamieson > Clicking on the "Mail Merge Recipients" button does not produce an > "Advanced [quoted text clipped - 43 lines] >> >> Any assistance would be greatly appreciated. The option /should/ stay, but in Word 2002 at least there were some errors to do with sorts and filters whereby Word lost its connection altogether when you saved, so a. try it and see b. if absolutely necessary and you are willing to do a bit of VBA, the connection can probably be made with a suitable bit of VBA in an AutoOpen macro. Peter Jamieson > Peter; > [quoted text clipped - 96 lines] >>> >>> Any assistance would be greatly appreciated. What's VBA <g> SignatureRegards Michael Koerner The option /should/ stay, but in Word 2002 at least there were some errors to do with sorts and filters whereby Word lost its connection altogether when you saved, so a. try it and see b. if absolutely necessary and you are willing to do a bit of VBA, the connection can probably be made with a suitable bit of VBA in an AutoOpen macro. Peter Jamieson > Peter; > [quoted text clipped - 80 lines] >>> >>> Any assistance would be greatly appreciated. I try to live without it too :-) Over & out for now, Peter Jamieson > What's VBA <g> > [quoted text clipped - 98 lines] >>>> >>>> Any assistance would be greatly appreciated.
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