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Mail Merging to Several Documents

By liz.lucero ·
I?m trying to create a mail merge that will merge with different letters depending on the code that is in the field named ?LETTERCODE?. I have 48 different letters and a database of 10,000 names. I would like to be able to do this automatically and not have to choose which names get which letter manually.

I am using MS Word 2002 on Windows 2000. My database is a Progress csv file that can be converted to Excel 2002.

I found this code in the MS Word Help files under ?If Statement?. I don?t know how to write the actual code that would do 48 if ? then ? else statements.
{ IF { MERGEFIELD LETTERCODE } = "1" "{ INCLUDETEXT G:\\worddocs\\contract.doc }"
{ IF { MERGEFIELD LETTERCODE } = "2" "{ INCLUDETEXT G:\\worddocs\\contract2.doc }"
{ IF { MERGEFIELD LETTERCODE } = "3" "{ INCLUDETEXT G:\\worddocs\\contract3.doc }"

I would like to have the exact code to accomplish this via a mail merge or a macro that I could run.

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by DKlippert In reply to Mail Merging to Several D ...

I've done this before, it's pretty cool. The code is actually showing field indicators. It will be inserted into your main merge document. Your database will have a field that indicates what type of letter should be sent. That would be the REPORTTYPE or LETTERCODE
See:
"Making your mail merge ?intelligent? by using IF fields" on the MS Word MVP website.

http://tinyurl.com/4axn

"At its simplest, an IF field works as follows: If a condition is met display one result, otherwise display another. A field of this sort would look a bit like this:

{ IF [Condition] [Display Result 1] [Display Result 2] }

Where the curly brackets represent field braces, which you must insert by pressing Ctrl+F9 (you can't type them). A real example might be:

{ IF { MERGEFIELD Gender } = "Male" "Him" "Her" }

Again, all of the curly brackets must be inserted by pressing Ctrl+F9."


Scroll down to hint 5:
"Inserting files at certain points in a document, depending on various conditions
You can combine IF fields MERGE fields and INCLUDETEXT fields into a single nested field to insert one of two (or more) files, depending on a flag you set in your Data Source, as follows:

{ IF { MERGEFIELD ReportType } = "PDD" { INCLUDETEXT I:\\Boilerplates\\PDD1.doc } { INCLUDETEXT I:\\Boilerplates\\Std1.doc } }

Let me know if you need more information.

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by DKlippert In reply to

Here's a location with more merge information:

http://tinyurl.com/3f0x

BTW ALT+F9 will toggle the Field codes to view and/or edit.

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by liz.lucero In reply to

Thanks for your help. I've got it working now.

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by liz.lucero In reply to Mail Merging to Several D ...

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