Article ID: 212375 - Last Review: December 28, 2000 - Revision: 1.0

WD2000: How to Merge Conditional Number of Records to Same Page

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SUMMARY

In Microsoft Word, you can merge a conditional number of records to the same page.

MORE INFORMATION

To merge a conditional number of records to the same page, use a combination of SET, IF, and NEXTIF fields. For example, you can use this method to merge all records with the same name to one page in the merge and create a new page in the merge when a new name is encountered in the data file.

The following example uses a data file with employee names (Employee) and projects they are working on (Projects). The Check field is used in the data file to mark the last record of a particular name.

Sample Data File: 
   Employee     Project     Check
   Scott Cooper 4578j
   Scott Cooper 86785x
   Scott Cooper 543p          1
   Meng Phua    87x
   Meng Phua    89976m        1
   Kim Yoshida  7897r
   Kim Yoshida  857t
   Kim Yoshida  78974x
   Kim Yoshida  7868p         1
Set up the main document as follows, with a copy of the conditional statements equal to the maximum number of projects for each employee (four in the above example). 
   Employee     Project
   {MERGEFIELD Employee}     {MERGEFIELD Project}{set duplicate {if
   {MERGEFIELD Check}="1" "off" "on"}}{nextif {mergefield check}=""}{if
   {duplicate}="on" "P
   t{MERGEFIELD Project}"}{set duplicate {if {MERGEFIELD Check}="1"
   "off" "on"}}{nextif {mergefield check}=""}{if {duplicate}="on" "P
   t{MERGEFIELD Project}"}{set duplicate {if {MERGEFIELD Check}="1"
   "off" "on"}}{nextif {mergefield check}=""}{if {duplicate}="on" "P
   t{MERGEFIELD Project}"}{set duplicate {if {MERGEFIELD Check}="1"
   "off" "on"}}{nextif {mergefield check}=""}{if {duplicate}="on" "P
   t{MERGEFIELD Project}"}
Where "P" represents a paragraph mark that pushes the next project to a new line, and "t" represents a tab character that aligns the next project under the previous project.

The resulting merge document appears as follows: 
   Employee     Project
   Scott Cooper 4578j
                86785x
                543p
   --- Page Break ---
   Meng Phua    87x
                89976m
   --- Page Break ---
   Kim Yoshida  7897r
                857t
                78974x
                7868p
APPLIES TO
  • Microsoft Word 2000 Standard Edition
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Keywords: 
kbinfo kbmerge kbfield KB212375
 

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