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  #1  
Old 06-18-2012, 09:32 AM
cgranada cgranada is offline Windows 7 32bit Office 2007
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Default Mail Merge in Word: creating a rule for blanks

Hi,



I'm doing a mail merge on Word with a database from Excel (version 2007) and there is a set number of fields that I'm getting data in for the letters I'm creating.

The issue is that for some of the letters/people, some fields don't really apply... so can I create a rule for blank fields (whenever blank or "0") so it ommits those irrelevant fields for a given person?

Say we had a table with scores:

Math - 86

English - 64

Arts - blank/0 (because it's not applicable to this specific person, but can be for other people in the merge letter)

Physics - 92

Can we have the field "Arts" being fully ommitted and "Physics" coming after "English"?

How can I do this on word through the rules?

Thanks in advance,

Claudia
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  #2  
Old 06-18-2012, 02:33 PM
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macropod macropod is offline Windows 7 64bit Office 2010 32bit
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Hi Claudia,

For each for the fields in question, you can use the \b and \f switches. See: http://office.microsoft.com/en-us/wo...005186172.aspx

Thus, if you select to 'Arts' mergefield and press Shift-F9, you should see something like:
{MERGEFIELD Arts}
If you change this to:
{MERGEFIELD Arts \b "Arts - " \f "
"}
where '' is an actual paragraph break, and delete the 'Arts - ' text before the mergefield, that line will only appear if your 'Arts' mergefield has any data.
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Old 06-19-2012, 01:35 AM
cgranada cgranada is offline Windows 7 32bit Office 2007
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Default

Thanks macropod. I can't seem to be able to make it though....

Let me give you the concrete detail, as an eg., this is what I put down according to your explanation:

Shift Allowance/Salary Addition
{MERGEFIELD Salary_Add \b "Salary_Add 0" \f "
"}

Salary_Add being the field name and instead of a blank we have "0" (and we added in the currency, but it's not on merge function).

Let me know if you can help.
Thanks,

Claudia
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Old 06-19-2012, 01:57 AM
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macropod macropod is offline Windows 7 64bit Office 2010 32bit
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Hi Claudia,

{MERGEFIELD Salary_Add \b "Shift Allowance/Salary Addition €" \f "
"}

However, if you need any particular numeric formatting in the mergefield, you'll need a different approach, as it seems Word can't apply numeric formatting along with the \b and \f switches. Instead, you can use an IF field test, constructed along the lines of:
{IF{MERGEFIELD Salary_Add }<> "" "Shift Allowance/Salary Addition { MERGEFIELD Salary_Add \# €,0.00}
"}

Note: The field brace pairs (ie '{ }') for the above example are created via Ctrl-F9 (Cmd-F9 on a Mac) - you can't simply type them or copy & paste them from this message.
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Old 02-24-2017, 09:51 AM
RHensley RHensley is offline Windows 8 Office 2013
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Default Operators in Mail Merge for Rules

Hi All,

We are trying to find the mail merge operator rules that are used and placed in the mail merge rules. I need a list of the rules like what is \b, \f, and a list of all of the operators. Google isn't listing any.

Thanks so much !
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  #6  
Old 02-24-2017, 07:40 PM
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macropod macropod is offline Windows 7 64bit Office 2010 32bit
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For fields in general, see:
https://support.office.com/en-us/art...ID=HA102110133
https://support.office.com/en-us/art...ID=HA101830917
For mergefields, see:
https://support.office.com/en-us/art...-1dc087daf4e6?
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Old 02-27-2017, 09:08 AM
RHensley RHensley is offline Windows 8 Office 2013
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Default Thank you for the information

Thanks Paul for all of you assistance it is great appreciated. Thanks again you have been so helpful.
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