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  1. #1
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    Need to Selectively Merge Records into a Word Directory-type Document

    My company regularly creates "rosters" (or directory documents) that list contact info for people with roles for a trust fund. The rosters have a certain format -- people with an "Administrator" role are listed at the top, then people with the Attorney role, etc., then below a line are two columns in which to list people with different Trustee roles.

    If the list of contacts is an Excel document and Role is one of the fields, (or columns), is it possible to merge the contacts records to certain places in the Word document based on their value in the Role field? I can make sure the Excel document is sorted by Role in the order the contacts will need to be inserted, and make sure the Word document allows inserted the maximum number of possible records for each section, but I don't know how to make Word jump to a new section if the next record has a certain Role value (see attached).

    I have looked through macropod's "Microsoft Word Catalogue/Directory Mailmerge Tutorial" but I think it is indicating a different type of output as the second merge condition is "if the contents of the 'Key' bookmark are different than the nominated 'Key' field, the second IF field outputs the new detailes then updates the 'Key' bookmark to a new value.

    Thank you!!
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    Last edited by AliceGreene; 2015-03-26 at 14:37.

  2. #2
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    Alice

    I may be wrong but I think that layout is not really going to be workable with a mail merge solution. Instead, I would investigate other alternatives:
    - Microsoft Access Report
    - Word document built using a tabular layout and VBA to do all the data population either directly or into an xml file linked to CCs on the page
    - A series of pasted links from the Excel source
    Andrew Lockton, Chrysalis Design, Melbourne Australia

  3. #3
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    I've rethought a solution -- can you tell me if this is possible?:

    If the records in Excel are merged in the same "Role" as needs to be inserted in the Word document, can a marker in the Excel document tell Word when to jump to the next section?

    In other words, can Word look for a value in a certain field and only merge the records with that value in a different section?

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