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  1. #1
    New Lounger
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    Using Index with Mail Merge (Word 2000, 2002)

    I have a mail merge document where it creates a list of names and addresses. I would like to create an Index on the last page where it would list the name of the person sorted by last name and the page(s) it occurs on. I know how to create an Index by marking the individual "name" fields...but is there a faster way of doing the entire document, prior to creating the mail merge? or even after, in the main documents?

  2. #2
    Super Moderator jscher2000's Avatar
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    Feb 2001
    Silicon Valley, USA
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    Re: Using Index with Mail Merge (Word 2000, 2002)

    I think you could build your TC fields as part of the merge so that you don't have to mark the names manually, but I haven't tested this theory. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

  3. #3
    Uranium Lounger
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    Re: Using Index with Mail Merge (Word 2000, 2002)

    <P ID="edit" class=small>(Edited by Phil Rabichow on 15-May-03 14:05. I removed my first reply as it was needlessly complex)</P>Hi & welcome to the Lounge. I don't think the TC fields will survive the merge. I've come up with sort of a kludge, but it beats indexing each name, if you have a lot. Basically, I would do the merge, put a TOC at the end (which won't change the page numbers of your names), unlink the TOC, & sort it by last name.

    I've made the following assumptions:
    A. Your page is in the format for U.S.:
    FirstName LastName
    City, State Zip

    & the state uses the two capital letter abbreviation.

    B. All address lines start with a number.

    If these assumptions are incorrect, you'll have to make adjustments.

    1. In the Main Document, create a style to match the same style that you've used for your list of names (e.g. normal), EXCEPT keep the Outline level to level 1. Let's call it NewStyle.

    2. Select the line containing your names (including the paragraph mark) & apply the NewStyle.

    In your merged document, the FirstName LastNames will be created in NewStyle in the merged document, so we can create a TOC.

    3. Position your cursor at the end of the merged document & choose Insert/Index & Tables/Tables of Contents tab/Options button. Scroll through & remove the numbers by any of the styles & place a 1 next to NewStyle & OK your way out. You should now have a TOC at the end of the document with page numbers.

    5. Select the TOC & press Ctrl+Shift+F9 to unlink it & press Ctrl+Spacebar to remove the blue underlined hyperlink style.

    6. With your TOC still selected, press Ctrl H to bring up the Find/Replace.
    Using wildcards:
    Find: <([a-zA-Z]{1,})( )([a-zA-Z]{1,})>
    Replace: Replace: 321

    When Word asks you if you want to search the rest of your document, just click Esc. Your TOC should now be LastName FirstName......................................... .....................................Page#

    7. With the unlinked TOC selected, just sort ascending by paragraphs. (Table/Sort...)

    Note: I know there's a way to do this when there are middle initials, but I didn't think of that until just now & I'm too tired to start over. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

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