Microsoft KB Archive/105888

= WD97: How to Merge Conditional Number of Records to the Same Page =

Article ID: 105888

Article Last Modified on 1/18/2007

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APPLIES TO


 * Microsoft Word 97 Standard Edition

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This article was previously published under Q105888





SUMMARY
In Microsoft Word, you can merge a conditional number of records to the same page.



MORE INFORMATION
To merge a conditional number of records to the same page, use a combination of SET, IF, and NEXTIF fields. For example, you could use this method to merge all records with the same name to one page in the merge and create a new page in the merge when a new name is encountered in the data file.

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The following example uses a data file with employee names (Employee) and projects they are working on (Projects). The Check field is used in the data file to mark the last record of a particular name.

Sample Data File:   Employee     Project     Check John Doe    4578j John Doe    86785x John Doe    543p          1 Jane Doe    87x Jane Doe    89976m        1 Sam Smith   7897r Sam Smith   857t Sam Smith   78974x Sam Smith   7868p         1 The main document should be set up as follows, with a copy of the conditional statements equal to the maximum number of projects for each employee (four in the above example).

NOTE: To type field brackets ( { } ) in a Word document, press CTRL+F9. To turn field codes on or off, press ALT+F9.   Employee     Project {MERGEFIELD Employee}    {MERGEFIELD Project}{set duplicate {if {MERGEFIELD Check}="1" "off" "on"}}{nextif {mergefield check}=""}{if {duplicate}="on" "P  t{MERGEFIELD Project}"}{set duplicate {if {MERGEFIELD Check}="1" "off" "on"}}{nextif {mergefield check}=""}{if {duplicate}="on" "P  t{MERGEFIELD Project}"}{set duplicate {if {MERGEFIELD Check}="1" "off" "on"}}{nextif {mergefield check}=""}{if {duplicate}="on" "P  t{MERGEFIELD Project}"}{set duplicate {if {MERGEFIELD Check}="1" "off" "on"}}{nextif {mergefield check}=""}{if {duplicate}="on" "P  t{MERGEFIELD Project}"}

Where "P" represents a paragraph mark that pushes the next Project to a new line, and "t" represents a tab character that aligns the next project under the previous project.

The resulting merge document appears as follows:   Employee     Project John Doe    4578j 86785x 5436435p

--- Page Break --- Jane Doe    87x 89976m

--- Page Break --- Sam Smith   7897r 857t 78974x 7868p

Additional query words: catalog index list table print merge mail group variable different

Keywords: kbfield kbinfo kbmerge kbualink97 KB105888

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