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  1. #1
    Star Lounger
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    Merging from OL Contacts to Word w/o duplicates (Office2000)

    I am merging contacts to Word based on categories. Naturally some of these contacts appear in a number of categories, but when I get the letters (or labels) out I need only one per person. Unique is defined by Full_Name and Business_Address (could be Company if easier) being identical.

    I could not find a way to filter or pre-determine unique in the merge process. Does anyone know of such a way (and preferably

  2. #2
    Uranium Lounger
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    Re: Merging from OL Contacts to Word w/o duplicates (Office2000)

    Hi Ofra:
    I'm not very familiar with Outlook, so there may be a better way in Outlook itself. I also haven't tried this on a large completed merge, but I think this method will work for letters; I can't think of a way to do it for labels right now. I'm assuming that you are sorting the resulting merge, probably ascending. After you have your merged document, try this. Klaus Linke came up with a solution to delete duplicate paragraphs using Find/Replace in Word & this is a modification of that method, to take into account that there are continuous section breaks.

    Put a continuous section break at the very top of the document & do the following replace operation:

    Use wildcards:
    Find: ^m(*^m)1
    Replace: ^p1
    and repeat the search until nothing more is found. This only works for repeating patterns, so it will not work if the identical paragraphs are separated by non-identical paragraphs.

    If you need to put your data in an order to be sorted, you can try this first:

    Assume that your merge results in the following format:
    LastName, FirstName
    Company Name
    Address
    City, State zip
    --------Next page section break---------------

    1. Using wildcards
    2. Find: ^m*^13
    Replace All: leave blank but use Format/Style/Heading 1
    This will leave you with the LastName line & the City line in Heading 1 style. I can't think of a way to only make the lastname line in Heading 1 style.
    3. Then do another Find/Replace where you replace ^m (Find box) with the normal style (or whatever you started with) in the Replace box.

    This will leave you with only the name line in Heading 1 style. You can switch to outline view & view only Heading 1 levels. You can then sort ascending & use the first method.

    Let me know if this will work for you (or if I've left out a step).
    Cheers,

  3. #3
    Super Moderator jscher2000's Avatar
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    Re: Merging from OL Contacts to Word w/o duplicates (Office2000)

    You also might try following up with the poster of this message on whether he found a good solution:

    Merging from Outlook Categories (2000 SR-1, Win 2000 Prof)

  4. #4
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    Re: Merging from OL Contacts to Word w/o duplicates (Office2000)

    Phil thanks. I found the solution myself (sometimes all it takes is a good night's sleep [img]/forums/images/smilies/smile.gif[/img]), and am ashamed at having taken up your time with something I should have tested fully before approaching the lounge.
    It seems that Outlook has a built in filter, so that even if a contact is selected a number of times that contact will only be merged once. I saw the double-selection, but never bothered to do the merge itself - taking for granted that it will duplicate. This morning it dawned on me that I wasn't thorough, and sure enough I found out, what I've known for years, that nothing in Office should be taken for granted - and for a change, this was a good thing.
    Thank you and others who have tried to help. The solution you offered can actually help me on another problem I'm dealing with, but that's no excuse for being sloppy. Sorry, again, for wasting your time.
    Ofra

  5. #5
    Uranium Lounger
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    Re: Merging from OL Contacts to Word w/o duplicates (Office2000)

    Hi Ofra:
    Thanks for posting the solution. And don't apologize. You didn't waste my time. I learned something while I was looking for the solution. <img src=/S/cool.gif border=0 alt=cool width=15 height=15> And we all ask questions at times & then figure out the answer...that's one of the ways we solve things. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>
    Cheers,

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