Basics of Repeating data

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hals left - 18 Jul 2005 14:24 GMT

Hi can someone please tell me the basics or point me to an article for
merging repeating data

I have a database of awards (student achievements) , each record has 0
or more related units.

I need to merge the data in word so that each award is a single
document with a repeating area in the middle listing the units.

I could possibly use a pivot table and a fixed max number of units to
get the data, but would prefer to retrieve the data like this:

AwardID Unit
1 1
1 2
1 17
2 16
3 31

What are the basics for handling this kind ofr merge?
Thanks
hals_left

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Anne Troy - 18 Jul 2005 15:22 GMT

Try this, Hals
http://homepage.swissonline.ch/cindymeister/mergfaq1.htm#ComplexMerg
*******************
~Anne Troy

www.OfficeArticles.com

> Hi can someone please tell me the basics or point me to an article for
> merging repeating data
[quoted text clipped - 18 lines]
> Thanks
> hals_left

Reply to this Message

hals left - 18 Jul 2005 21:55 GMT

Thanks, some great info there.

Using the IF SET method, is there any way of comparing current to
previous records? I want to be able to tell the inner loop to repeat
until a specifc field changes value. instead of using this
{set duplicate {if {MERGEFIELD Check}="1" "off" "on"}

Is something like this possible ?
{set duplicate {if {MERGEFIELD ID} <> Previous.ID "1" "off" "on"}

Also in more recent versions of Word is it possile at all to avoid
coding in the max possible number of repeats?

thanks.

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Doug Robbins - 19 Jul 2005 12:00 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

Signature

Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

> Hi can someone please tell me the basics or point me to an article for
> merging repeating data
[quoted text clipped - 18 lines]
> Thanks
> hals_left

Reply to this Message