Microsoft KB Archive/126647

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{| The information in this article applies to:
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 * Microsoft Word for the Macintosh, versions 5.0, 5.1

SUMMARY
This article describes how to create a print merge document that displays ASK or SET prompts only once during a print merge.

To create the data file

 * 1) In a new document, insert a 1-column, 2-row table. To do this, from the Insert menu, choose Table. Specify 1 for the Number of Columns and 2 for the Number of Rows and choose OK.
 * 2) Type in a field name in the first row (for example, TEST). Leave the second row blank.
 * 3) Save and close the document.

To create the print merge main document

 * 1) In a new document, press RETURN several times. Return to the top of the document.
 * 2) From the View menu, choose Print Merge Helper.
 * 3) Highlight the data file you created in the previous section and choose the Open button. A data statement will appear at the top of your document.
 * 4) With your insertion point in the second line of your document, choose the Insert Field Name button and highlight the TEST field name.
 * 5) Move your insertion point to a new line and choose the Insert Keyword button.
 * 6) Select ASK from the list that appears.
 * 7) Choose the Define New Field button, type "Date" (without the quotation marks) and choose OK.
 * 8) In the Prompt box, type "What is the date?" (including the quotation marks) and choose OK.
 * 9) Choose the Insert Field Name button, select the field Date, and choose OK.
 * 10) Save the file.
 * 11) From the File menu, choose Print Merge. In the Merge Results list, select "Merge and Save Results in New File" and choose OK.
 * 12) When Word prompts for the date, type in the date, and choose OK.

This procedure should produce a document that does not require you to go through the ASK statements again.
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Last reviewed: August 5, 1997

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