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  1. #1
    Gold Lounger
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    Mail Merge Header Options (Word 2000)

    Hi,
    Word help is not so clear on the method to follow, and I need help to understand how to do this:

    Scenario:
    Say I have two source lists in Word. Each source list has 3 columns with Course names, Course level and Duration.

    List 1(Application Courses) Header reads:
    Course, Level, Days

    List 2 (Technical Courses) Header reads:
    Subject, Rating, Duration

    I want to merge the details into a catalog that lists all the courses (Appl and Tech) in one Catalog. Word help says to add the fields as they are in the source data (which I did), and then include a Header Option (Step 2 in the Mail Merge Helper Dialog) to define a common name for the Headers of the two source lists (which I did).

    Now I end up with a all the courses listed including the modified names of the Header option printed multiple times in the merged document.

    How do I avoid this??
    Hope I'm clear!
    Tx
    Regards,
    Rudi

  2. #2
    Plutonium Lounger
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    Re: Mail Merge Header Options (Word 2000)

    Just paste the data rows of one of the tables below the other table, and use the resulting table as data source.

  3. #3
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    Re: Mail Merge Header Options (Word 2000)

    This is certainly the way to go for a small lists or one or two data sources, but why have the feature if it is not useful???

    Word help states:
    Include the field names in a separate header source in the following cases:

    When you use several data sources. By using a single header source, you won't have to repeat or change the header record in each data source, or change the merge field names in the main document.

    When a data source doesn't contain a header record, or when field names in the header record don't match the merge field names in the main document. If you can't add or edit a header record in the data source (for example, because the data source is read-only), you can use a separate header source that contains the field names you want.


    I would like to know from someone how to go about using the header option! Say I have a big doc that has fields from multiple sources with different headings, or lots of list that will take time to append into one list! I just need some guidlines on how to effectively use this option!
    Tx
    Regards,
    Rudi

  4. #4
    Plutonium Lounger
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    Re: Mail Merge Header Options (Word 2000)

    I'm using Word 2002, and the mail merge mechanism has changed considerably between Word 2000 and Word 2002. The option to combine different data sources isn't available any more, as far as I can see.

    Could you import the tables into Access? You could then create a union query to return records from both tables, and use the union query as data source.

  5. #5
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    Re: Mail Merge Header Options (Word 2000)

    Tx for the reply Hans. This is another alternative which certainly can work well in the even of lots of lists.

    I was preparing a workshop on Mail Merge for some people using Word 2000 and I could not get the Header Option working well... I am not needing a solution for an actual case, but rather am querying this feature to include in the workshop, but I need to know the dynamics of this feature. If anyone has dealt with this effectively...please inform me how to use it correctly.

    PS: I will addendum you suggestions anyways Hans...they are perfectly valid as an alternative!! <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16>
    Regards,
    Rudi

  6. #6
    Super Moderator jscher2000's Avatar
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    Re: Mail Merge Header Options (Word 2000)

    Although it is not my place to change your syllabus, if you are teaching a feature that no longer exists in the two latest versions of Word, your users might regret coming to rely on that technique!

  7. #7
    Uranium Lounger
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    Re: Mail Merge Header Options (Word 2000)

    Hi Rudi:
    I no longer have Word 2000, but my recollection is that Word 2000 wouldn't combine two header sources at the same time either. I think their Help files are a little confusing. As far as I know, you can't use several data sources at the same time. I think that what Help means is that if you have multiple data sources that you will be using for different merges, and their field names are different, you can have one main document by using a Header source (but keep changing the Data Source).

    e.g. You have a data source that has the fields:
    FirstName
    LastName
    Address1

    Another data source has the fields:
    FName
    LName
    Location

    In that type of situation, you can specify a header source for the three fields in your main document. That way, you don't have to keep changing the mergefields in your main document, when you do different merges (or change all the data sources with similar fields to have the same headings). If you look at the Help file with that in mind, you'll see that it's accurate (although still confusing). <img src=/S/grin.gif border=0 alt=grin width=15 height=15>
    Hope this helps,

  8. #8
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    Re: Mail Merge Header Options (Word 2000)

    >>> Although it is not my place to change your syllabus...

    I'll change the workshop content in the blink of an eye if it improves accuracy and foresight. Thx for the input!
    Regards,
    Rudi

  9. #9
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    Re: Mail Merge Header Options (Word 2000)

    Phil,
    Thx for you very informative reply. This is absolutely what I was needing to grasp. I think I was very confused with the idea and see my error in assuming multiple source list fields in one document. Your reply has totally cleared this strategy up, and frankly...it make a heck of a lot of sense know. (Why could Word help not be as clear about this method as you are!!!!????)

    Thx a stack!!

    I noticed what Hans mentioned, but can I ask again...Has this ability fallen away in XP and 2003?? I have not had the chance to get to a higher version of Word to look for myself?
    Regards,
    Rudi

  10. #10
    Plutonium Lounger
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    Re: Mail Merge Header Options (Word 2000)

    The option to use a separate header source containing only field names and a data source containing only data is still available. See for example How to design and set up a mail merge address list in Word 2002, sections "Deciding When to Use a Separate Header Source" and following.

    I got the impression from your original question that you were able in Word 2000 or before to combine data from different sources in one mail merge, and all I remarked was that this option wasn't available in Word 2002. As Phil noted, this option wasn't available in Word 2000 either.

  11. #11
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    Re: Mail Merge Header Options (Word 2000)

    Phil really cleared it up well. I had totally the wrong idea of multiple data sources. I'm glad this is now sorted out!
    Thx to all!
    Regards,
    Rudi

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