WD97: How to Merge Conditional Number of Records to the 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 could 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.


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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
John Doe 4578j
John Doe 86785x
John Doe 543p 1
Jane Doe 87x
Jane Doe 89976m 1
Sam Smith 7897r
Sam Smith 857t
Sam Smith 78974x
Sam Smith 7868p 1
The main document should be set up as follows, with a copy of the conditional statements equal to the maximum number of projects for each employee (four in the above example).


NOTE: To type field brackets ( { } ) in a Word document, press CTRL+F9. To turn field codes on or off, press ALT+F9.

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
John Doe 4578j
86785x
5436435p


--- Page Break ---
Jane Doe 87x
89976m

--- Page Break ---
Sam Smith 7897r
857t
78974x
7868p
Lastnosti

ID članka: 105888 – Zadnji pregled: 13. jul. 2009 – Revizija: 1

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