Microsoft KB Archive/214827

= How to use nested IF fields in a mail-merge document in Word 2000 or Word 2000 =

Article ID: 214827

Article Last Modified on 7/27/2006

-

APPLIES TO


 * Microsoft Word 2002 Standard Edition
 * Microsoft Word 2000 Standard Edition

-



This article was previously published under Q214827





For a Microsoft Word 98 Macintosh Edition version of this article, see 189018.



For a Microsoft Word 97 version of this article, see 90393.



SUMMARY
In Word, you can use the IF field to obtain customized mail-merge results. By nesting IF fields, as described in this article, you can obtain conditional mail-merge results and logically construct the equivalent of Boolean AND and OR statements.



MORE INFORMATION
The IF field syntax is as follows

{IF Exp Op Exp  [ ]}

where  and   can be either text or a nested IF field. If you do not include the  argument, Word returns nothing if the result is false.

Conditional Print Merge Results Using IF Field
In the following example, each form letter requests that its recipient attend a meeting on a different date, based on the city field.

Data Document
NAME, ADDRESS, CITY, STATE, ZIP

Robert Brown, 123 Acorn St., Seattle, WA, 98035

Megan Sherman, 234 Ash St., Los Angeles, CA, 99888

Mike Tiano, 345 Birch Ave., San Francisco, CA, 45555

Suanne Nagata, 456 Walnut St., Boise, ID, 83240

Main Document
Please attend the Windows meeting on {if {city}= "Seattle" "Tuesday, March 21." "{if {city}= "Los Angeles" "Wednesday, March 22." {if {city}= "San Francisco" "Thursday, March 23." "Friday, March 24."}"}"}.

Merged Results
(for Mr. Brown)

Please attend the Windows meeting on Tuesday, March 21.

(for Ms. Sherman)

Please attend the Windows meeting on Wednesday, March 22.

(for Mr. Tiano)

Please attend the Windows meeting on Thursday, March 23.

(for Ms. Nagata)

Please attend the Windows meeting on Friday, March 24.

Using IF Field to Perform Boolean AND and OR Operations
The IF field does not directly support Boolean AND and OR operations in a mail merge. However, the logical AND and OR operators are actually just abbreviations of nested IF statements; therefore, you can construct the equivalent of Boolean AND and OR operations.

Starting with the basic IF statement

{IF test1 "TrueResult" "FalseResult"}

you can nest another IF statement to create a logical OR or AND statement as in the following examples:  To create an OR statement (Position the second test inside the second set of quotation marks):

{IF test1 "TrueResult" "{IF test2 "TrueResult" "FalseResult"}"}

 To create an "AND" statement (Position the second test inside the first set of quotation marks):

{IF test1 "{IF test2 "TrueResult" "FalseResult"}" "FalseResult"}



Constructing a Boolean AND Statement
This AND statement IF (field <> "A") AND (field <> "B") THEN "TrueResult" ELSE "FalseResult" END IF can be translated to an IF statement for use in a mail merge as follows:

{IF field <> "A" "{IF field <> "B" "TrueResult" "FalseResult"}" "FalseResult"}

Constructing a Boolean OR Statement
This OR statement IF (field = "A") OR (field = "B") THEN "TrueResult" ELSE "FalseResult" END IF can be translated to an IF statement for use in a mail merge as follows:

{IF field = "A" "result" "{IF field = "B" "TrueResult" "FalseResult"}"}

Additional query words: mailmerge how to print

Keywords: kbhowto kbhowtomaster kbinfo KB214827

-

[mailto:TECHNET@MICROSOFT.COM Send feedback to Microsoft]

© Microsoft Corporation. All rights reserved.