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Print only when text is in text box

By liz.lucero ·
I was just given this assignment and the boss wants to see results today! Any help would be greatly appreciated.

I am trying to create a document that will include mail merged data. There will be a list of topics with a check box for each topic. These topics are the items we need to be able to issue a license. If an applicant has not sent all the needed information we send them a letter telling them what is needed.

We want to be able to put a check in a box and have that line print as well as the text box that accompanies the topic if there is information in the text box. If a topic is not checked or if a text box is not used we do not want it to print out. We want the text to move up to fill any lines that are not being printed so there won?t be big gaps between the lines of text.

I am using Office XP on Windows 2000.


Liz Lucero
Oregon Board of Medical Examiners
www.bme.state.or.us

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by p.verhagen14 In reply to Print only when text is i ...

What about using an access database with a table containing the topics and a yes/no field. You then can create a query selecting those items where the checkbox = 0 and make a report on it.
To sent this by e-mail you could use a snapshot or if you are interested I know a hyperlink to Primopdf (freeware) to create pdf files to sent as object.

p.verhagen14@chello.nl

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by liz.lucero In reply to Print only when text is i ...

Here is some more information.
If the document were filled out as shown below, only the text line starting with a number 1 (this is a checkbox form field in MS Word) would print and if the line starts with a 0 the line would not print and the other text would close up so there wouldn?t be any gaps in the letter. There is a text box after each topic, if the text box is filled in then it should print, if the text box is left blank, the space should fill in with the text below.
Sample letter to licensee:

The following items regarding your application are outstanding:

1 Application Fee Paid
0 [text form field is here]

0 Application Completely Filled In
0 [text form field is here]

1 2 x 2? Passport Quality Photo
1 Please send photo [text form field is here. There may or may not be text in the text form field which is entered by a clerk]

1 Proof of Graduation
1 Proof of Graduation - A copy of your acupuncture school diploma. [text form field is here]

0 Dean?s Letter
0 Dean?s Letter - The Dean or administrator of your acupuncture program must send verification.
0 [text form field is here]

0 Accredited School
0 [text form field is here]

1 5 years' practice/500 patients
0 [text form field is here]


The sample letter would look like this when printed out to send to the licensee:

November 4, 2004

<<Name>> {mailmerge field}
<<address>> {mailmerge field}

Dear <<Mr.,Ms.>> {mailmerge field}

The Oregon Board of Medical Examiners has received your application for licensure as an acupuncturist in the State of Oregon. The following items regarding your application are outstanding:

1 Application Fee Paid

1 2 x 2? Passport Quality Photo
1 Please send photo

1 Proof of Graduation
1 Proof of Graduation - A copy of your acupuncture school diploma.

1 5 years' practice/500 patients

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by DKlippert In reply to Print only when text is i ...

Use an IF field and INCLUDETEXT.
If your merge data has a certain value insert on piece of text, otherwise alternate text or nothing.
A document with bookmarked text will supply the information.

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by liz.lucero In reply to Print only when text is i ...

The programmer came back from vacation today and told me to stop working on this project. Isn't life fun? :)

Thanks for all your help.

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by liz.lucero In reply to Print only when text is i ...

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