How to use nested IF fields in a mail-merge document in Word 2000 or Word 2002

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Article ID: 214827 - View products that this article applies to.
This article was previously published under Q214827
For a Microsoft Word 98 Macintosh Edition version of this article, see 189018.
For a Microsoft Word 97 version of this article, see 90393.
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SUMMARY

In Microsoft Word 2000 or in Microsoft Word 2002, you can use the IF field to obtain customized mail-merge results. By nesting IF fields, as described in this article, you can obtain conditional mail-merge results and logically construct the equivalent of Boolean AND and OR statements.

MORE INFORMATION

The IF field syntax is as follows
{IF Exp Op Exp TrueResult [FalseResult]}
where TrueResult and FalseResult can be either text or a nested IF field. If you do not include the FalseResult argument, Word returns nothing if the result is false.

Conditional print merge results using IF field

In the following example, each form letter requests that its recipient attend a meeting on a different date, based on the city field.

Data document

NAME, ADDRESS, CITY, STATE, ZIP
Robert Brown, 123 Acorn St., Seattle, WA, 98035
Megan Sherman, 234 Ash St., Los Angeles, CA, 99888
Mike Tiano, 345 Birch Ave., San Francisco, CA, 45555
Suanne Nagata, 456 Walnut St., Boise, ID, 83240

Main document

Please attend the Windows meeting on {if {city}= "Seattle" "Tuesday, March 21." "{if {city}= "Los Angeles" "Wednesday, March 22." {if {city}= "San Francisco" "Thursday, March 23." "Friday, March 24."}"}"}.

Merged results

(for Mr. Brown)
Please attend the Windows meeting on Tuesday, March 21.

(for Ms. Sherman)
Please attend the Windows meeting on Wednesday, March 22.

(for Mr. Tiano)
Please attend the Windows meeting on Thursday, March 23.

(for Ms. Nagata)
Please attend the Windows meeting on Friday, March 24.

Using IF field to perform boolean AND and OR operations

The IF field does not directly support Boolean AND and OR operations in a mail merge. However, the logical AND and OR operators are actually just abbreviations of nested IF statements; therefore, you can construct the equivalent of Boolean AND and OR operations.

Starting with the basic IF statement
{IF test1 "TrueResult" "FalseResult"}
you can nest another IF statement to create a logical OR or AND statement as in the following examples:
  • To create an OR statement (Position the second test inside the second set of quotation marks):
    {IF test1 "TrueResult" "{IF test2 "TrueResult" "FalseResult"}"}
  • To create an "AND" statement (Position the second test inside the first set of quotation marks):
    {IF test1 "{IF test2 "TrueResult" "FalseResult"}" "FalseResult"}

Constructing a boolean AND statement

This AND statement
   IF (field <> "A") AND (field <> "B") THEN
      "TrueResult"
   ELSE
      "FalseResult"
   END IF
				
can be translated to an IF statement for use in a mail merge as follows:
{IF field <> "A" "{IF field <> "B" "TrueResult" "FalseResult"}" "FalseResult"}

Constructing a boolean OR statement

This OR statement
   IF (field = "A") OR (field = "B") THEN
      "TrueResult"
   ELSE
      "FalseResult"
   END IF
				
can be translated to an IF statement for use in a mail merge as follows:
{IF field = "A" "result" "{IF field = "B" "TrueResult" "FalseResult"}"}

Properties

Article ID: 214827 - Last Review: July 27, 2006 - Revision: 2.3
APPLIES TO
  • Microsoft Word 2002 Standard Edition
  • Microsoft Word 2000 Standard Edition
Keywords: 
kbhowtomaster kbhowto kbinfo KB214827

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