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  1. #1
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    Mail Merge - 3 page document - multiple records (grouping)

    Hi,
    I am having trouble getting started on a project - maybe someone can point me in right direction. It is a 3 page word document that will have merge info on all 3 pages. Multiple spreadsheets (trying to join into 1 spreadsheet). Multiple records that need to be grouped. I can easily group in Access but I haven't done a 3 page report before and it has to have finished product in Word. I have seen documents on how to do Merge Seq in Word but having trouble with that. My info would not be going into a table and is long text (info is author, date, title, etc. in paragraph form). I obviously have a lot more detail to offer but that can come a little later if someone has time to help.

    Any help would be appreciated.

    Thank you!

    Lori

  2. #2
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    Is your issue with the grouping of data or simply doing a mail merge?

    Macropod's sticky post on catalog mail merges might be of assistance http://windowssecrets.com/forums/sho...merge-Tutorial
    Andrew Lockton, Chrysalis Design, Melbourne Australia

  3. #3
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    AFAIK, you can only merge from one Excel spreadsheet. You'll have to take your data that is across several different sheets or workbooks and put it into ONE workbook/spreadsheet with unique headings and go from there. Is that the issue?

  4. #4
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    word file attached

    Hi - I have attached a scaled down version of my word file. I do not have everything in the proper place I am just trying to see if I can get the grouping to work. (I couldn't copy and paste my fields into this post - I am sure there is a way but it kept copying my merged record instead of the if statement.) Could one of you take a look and let me know what you think? This word file has an outline, I will end up having a spreadsheet for each letter. I plan to use access to append records together into one table and export back to excel or merge from access.

    Maybe better off putting this word doc in access report? Only thing is that it will ultimately have to end up back in Word since it is to be emailed individually and updated manually and then returned. Any advice/help is welcome.

    Thank you!

    Lori
    Attached Files Attached Files

  5. #5
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    If the Citation is in a cell in the Excel file, I see no reason why you cannot insert the field code on that page.

  6. #6
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    A Word mailmerge can only use a single data source (e.g. a single worksheet). If you really need to use multiple sources, it is possible to combine the mailmerge with the use of DATABASE fields, but that's not for the feint-hearted, especially if you want to start grouping records from the different data sets. Far simpler, though by no means trivial, to consolidate the records into a single data source and use Word's Catalogue/Directory Mailmerge facility (the terminology depends on the Word version). To see how to do so with any mailmerge data source supported by Word, check out my Microsoft Word Catalogue/Directory Mailmerge Tutorial at:
    http://windowssecrets.com/forums/sho...merge-Tutorial
    or:
    http://www.gmayor.com/Zips/Catalogue%20Mailmerge.zip
    The tutorial covers everything from list creation to the insertion & calculation of values in multi-record tables in letters. Do read the tutorial before trying to use the mailmerge document included with it.

    FWIW, your sample document's structure won't work, as the content all needs to be incorporated into the field coding.

    For some worked examples, see the attachments to the posts at:
    http://www.msofficeforums.com/mail-m...html#post23345
    http://www.msofficeforums.com/mail-m...html#post30327
    http://windowssecrets.com/forums/sho...l=1#post928391

    Alternatively, you may want to try one of the Many-to-One Mail Merge add-ins, from:
    Graham Mayor at http://www.gmayor.com/ManyToOne.htm; or
    Doug Robbins at http://bit.ly/1hduSCB

    In addition to a 'Many to One' merge, the latter handles:
    • Merge with Charts
    • Duplex Merge
    • Merge with FormFields
    • Merge with Attachments
    • Merge to Individual Documents
    • Merge, Print and Staple
    Cheers,

    Paul Edstein
    [MS MVP - Word]

  7. #7
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    Hi there, thank you for the response. I gave up trying to merge in word and put the whole thing in Access. Created a report with subreports and then export it to Word which is an .rtf file. Of course when you bring it back to Word it is ugly. Have created many macros to clean it up. Now I still have an issue of breaking the thing apart into individual documents. There are 195 records and each record has varying length of pages, i.e, my document is around 800 pages long in Word. There is a section break that starts each new record. Not sure what the fastest way to break this apart is. I'm sure there is some code but I am not a programmer. Anyone have any ideas?

  8. #8
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    Quote Originally Posted by baum12 View Post
    There is a section break that starts each new record. Not sure what the fastest way to break this apart is. I'm sure there is some code but I am not a programmer. Anyone have any ideas?
    See 'Split Merged Output to Separate Documents' in the Mailmerge Tips and Tricks thread at: http://windowssecrets.com/forums/sho...ips-amp-Tricks
    Cheers,

    Paul Edstein
    [MS MVP - Word]

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