Microsoft KB Archive/71382

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Print Merge Even/Odd Records in WinWord Form Letters

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Q71382

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The information in this article applies to:


 * Microsoft Word for Windows, versions 1.0, 1.1, 1.1a, 2.0, 2.0a, 2.0a-CD, 2.0b, 2.0c, 6.0, 6.0a, 6.0c
 * Microsoft Word for Windows, versions 7.0, 7.0a

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SUMMARY
To print only the ODD records in a print merge, place a NEXT field code at the end of the form letter.

The following is an example:

  {fname} {lname} {company} {street} {city}, {state} {zip}

Dear {fname},

Here are the things that you need for the party....

Sincerely,

Jane Doe {next} To print EVEN records, insert a second DATA field at the beginning of the document, or use the NEXT statement as described above. If you use the NEXT statement, choose Print Merge from the File menu, then choose to merge from records 2 through x.

Word for Windows Version 2.0
In Word for Windows 2.0, the NEXT statement performs the same function; however, please note the following:

  When you activate the field codes, the main document field codes appear differently from the codes appear in 1.x. For example, "{MERGEFIELD name}{MERGEFIELD address}"  When the field codes are not active, the main document field code names appear as follows: "(< > < >)"

NOTE: The chevron symbols ( < > ) appear smaller in Word for Windows version 2.0.