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MS Office Forum / Word / Mailmerge and Fax / December 2005

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Mail merge by group

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Parisa - 31 Oct 2005 14:25 GMT
I have a mail merge I'm working on that appears to be a bit of a challenge.
A contract number can have more than one contract type. If I try to merge
the data below I get 7 documents  (000022222, 000022222, 000022222,
000022222, 000022223, 000022223 000022225) when in fact there are only three
unique documents (000022222, 000022223, 000022225)  How do I place all of the
information of a particular contract in its own document?

FYI: I cannot use Access because our company does not have it.

Contract No.   Contract Title    Contract Type            Author
000022222       Title1                international               Smith
000022222       Title1                domestic                     Smith
000022222       Title1                NAFTA                      Smith
000022222       Title1                Asia                            Smith
000022223       Title1                US                              Jeffrey
000022223       Title1                Asia                            Jeffrey
000022225       Title1                domestic                     Jones

Any suggestions?
Please explain slowly as am not experienced in vba.

Thanks
P
Doug Robbins - Word MVP - 31 Oct 2005 15:07 GMT
Word does not really have the ability to perform a "multiple items per
condition (=key field)" mailmerge.

See the "Group Multiple items for a single condition" item on fellow MVP
Cindy Meister's website at

http://homepage.swissonline.ch/cindymeister/mergfaq1.htm#DBPic

Or take a look at the following Knowledge Base Article

How to Work Around Duplicate Names in Mail Merge Data

http://support.microsoft.com/default.aspx?scid=kb;en-us;302665

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

>I have a mail merge I'm working on that appears to be a bit of a challenge.
> A contract number can have more than one contract type. If I try to merge
[quoted text clipped - 24 lines]
> Thanks
> P
Parisa - 31 Oct 2005 15:42 GMT
> Word does not really have the ability to perform a "multiple items per
> condition (=key field)" mailmerge.
[quoted text clipped - 89 lines]
> > Thanks
> > P

I'll try your suggestions. However your third suggestions seems to be out of
my league but I'll try. Thanks
jdb - 08 Dec 2005 18:56 GMT
The Macro solution works near-perfectly.  There was a syntax error in the
macro, but I just guessed about what it might be and, sure enough, it works.  
Thanks.  

I do have one question - after I run the macro, all the formatting is lost -
page layout, font, bold, etc.  Is there a way to rpeserve the formatting
information while running it?

Thanks again.

Signature

Joe

> Word does not really have the ability to perform a "multiple items per
> condition (=key field)" mailmerge.
[quoted text clipped - 89 lines]
> > Thanks
> > P
Doug Robbins - Word MVP - 08 Dec 2005 21:00 GMT
Not sure to which macro you are refering here.

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

> The Macro solution works near-perfectly.  There was a syntax error in the
> macro, but I just guessed about what it might be and, sure enough, it
[quoted text clipped - 109 lines]
>> > Thanks
>> > P
 
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