WD97: How to Merge Conditional Number of Records to the Same Page

ID: Q105888

The information in this article applies to:

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

Additional query words: catalog index list table print merge mail group variable different 


Keywords          : kbualink97 kbfield word97 kbmerge 
Version           : WINDOWS:97
Platform          : WINDOWS 
Issue type        : kbinfo

Last Reviewed: July 30, 1999