How to Display ASK/SET Statements Only Once During Print Merge

Last reviewed: August 5, 1997
Article ID: Q126647
The information in this article applies to:
  • Microsoft Word for the Macintosh, versions 5.0, 5.1

SUMMARY

This article describes how to create a print merge document that displays ASK or SET prompts only once during a print merge.

MORE INFORMATION

To create the data file

  1. In a new document, insert a 1-column, 2-row table. To do this, from the Insert menu, choose Table. Specify 1 for the Number of Columns and 2 for the Number of Rows and choose OK.

  2. Type in a field name in the first row (for example, TEST). Leave the second row blank.

  3. Save and close the document.

To create the print merge main document

  1. In a new document, press RETURN several times. Return to the top of the document.

  2. From the View menu, choose Print Merge Helper.

  3. Highlight the data file you created in the previous section and choose the Open button. A data statement will appear at the top of your document.

  4. With your insertion point in the second line of your document, choose the Insert Field Name button and highlight the TEST field name.

  5. Move your insertion point to a new line and choose the Insert Keyword button.

  6. Select ASK from the list that appears.

  7. Choose the Define New Field button, type "Date" (without the quotation marks) and choose OK.

  8. In the Prompt box, type "What is the date?" (including the quotation marks) and choose OK.

  9. Choose the Insert Field Name button, select the field Date, and choose OK.

  10. Save the file.

  11. From the File menu, choose Print Merge. In the Merge Results list, select "Merge and Save Results in New File" and choose OK.

  12. When Word prompts for the date, type in the date, and choose OK.

This procedure should produce a document that does not require you to go through the ASK statements again.


KBCategory: kbusage kbhowto
KBSubcategory: kbmerge
Additional reference words: 5.0 5.10 macword print merge mail merge
macword5 set ask prompt one time once
Version : 5.0 5.10


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Last reviewed: August 5, 1997
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