How do I add conditional labels in a mail merge?

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Dave the elder - 25 Dec 2005 07:28 GMT

I am printing labels to go into an address book. These labels contain phone
numbers and where a particular phone number exists, I would like the
appropriate label to print with the number (i.e., Home Phone, Cell Phone,
etc.) Can I do this in Word using a mail merge?

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Cindy M -WordMVP- - 25 Dec 2005 08:51 GMT

Hi =?Utf-8?B?RGF2ZSB0aGUgZWxkZXI=?=,

> I am printing labels to go into an address book. These labels contain phone
> numbers and where a particular phone number exists, I would like the
> appropriate label to print with the number (i.e., Home Phone, Cell Phone,
> etc.) Can I do this in Word using a mail merge?

If I'm following you correctly, this is probably possible, although it may be a
bit tricky to set up. With which version of Word are we dealing?

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004)
http://www.word.mvps.org

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in the newsgroup and not by e-mail :-)

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Doug Robbins - Word MVP - 25 Dec 2005 09:36 GMT

Use an If...then...Else field construction.

{ IF { MERGEFIELD HomePhone } <> "" "Home Phone: { MERGEFIELD HomePhone }"
"" }

Similarly for the other possibilities, though you may end up with blank
lines where one is not used. Such blank lines can be avoided with a more
complex (it gets quite a bit more complex) field construction.

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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 am printing labels to go into an address book. These labels contain
>phone
> numbers and where a particular phone number exists, I would like the
> appropriate label to print with the number (i.e., Home Phone, Cell Phone,
> etc.) Can I do this in Word using a mail merge?

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Graham Mayor - 26 Dec 2005 10:22 GMT

You shouldn't end up with blank lines provided you put the quotes in the
right place. Something like:

{Mergefield Last addressline}{IF{Mergefield HomePhone} <> "" "
Home Phone: {Mergefield HomePhone}"}{IF{Mergefield CellPhone} <> "" "
Cell Phone: {Mergefield CellPhone}"}{IF {Mergefield HomeFax} <> "" "
Home Fax: {Mergefield Homefax}"}etc

ie the condtion inserts the line feed *and* the field with its associated
text.

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<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

> Use an If...then...Else field construction.
>
[quoted text clipped - 11 lines]
>> appropriate label to print with the number (i.e., Home Phone, Cell
>> Phone, etc.) Can I do this in Word using a mail merge?

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