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Old 03-27-2014, 11:28 AM
sgaeta sgaeta is offline Windows 7 32bit Office 2010 32bit
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Question Mail Merge a letter to headmasters with rows of data/students assoc. w/school

I am trying to Mail Merge a letter to headmasters with rows of data/students assoc. w/school in one letter. I've gone through many videos and tutorials, but it gives you the codes and structure, but not how to actually place them in the {} braces after you press Ctl F9. I thought that I had it correctly, but when I finished the merge I only came up with the Address Block and Greetings merge info...No letter or students.



I am not sure of the actual steps once I created the Directory mail merge and insert the information into the Ctl F9 field. I selected the IF field and typed MERGESEQ and tried to insert the rest of the information and then pressed Alt F9 and inserted the merge field from the Mailings Tab. Do I insert the Ctl F9 field continually inside the first {}? I sorted the fields in the excel document (should they be moved to the first column?)

Is there a video tutorial that goes through the steps of how to insert this information. Also, do I insert the text of the letter in between the "" quotes so it switches with the headmaster name change and lists the students that go to that school instead of creating individual letters to the headmaster for each student associated with that school or school code?
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Old 03-27-2014, 04:36 PM
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macropod macropod is online now Windows 7 32bit Office 2010 32bit
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You can use Word's Catalogue/Directory Mailmerge facility for this (the terminology depends on the Word version). To see how to do so with any mailmerge data source supported by Word, check out my Microsoft Word Catalogue/Directory Mailmerge Tutorial at:
http://windowssecrets.com/forums/sho...merge-Tutorial
or:
http://www.gmayor.com/Zips/Catalogue%20Mailmerge.zip
The tutorial covers everything from list creation to the insertion & calculation of values in multi-record tables in letters. Do read the tutorial before trying to use the mailmerge document included with it.

For some worked examples, see the attachments to the posts at:
http://www.msofficeforums.com/mail-m...html#post23345
http://www.msofficeforums.com/mail-m...html#post30327
http://windowssecrets.com/forums/sho...l=1#post928391

Alternatively, you may want to try one of the Many-to-One Mail Merge add-ins, from:
Graham Mayor at http://www.gmayor.com/ManyToOne.htm; or
Doug Robbins at https://skydrive.live.com/?cid=5aedc...615E886B%21566

In addition to a 'Many to One' merge, the latter handles:
• Merge with Charts
• Duplex Merge
• Merge with FormFields
• Merge with Attachments
• Merge to Individual Documents
• Merge, Print and Staple
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Old 03-31-2014, 09:34 AM
sgaeta sgaeta is offline Windows 7 32bit Office 2010 32bit
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Question Mail merge headmasters

Thanks so much for the quick response and re directs to your tutorials. It was very helpful, although I am still a bit confused on the actuals steps to get to the steps you refer to. After you press Ctl F9 how do you get the Quote, If, Set and MergeReq etc, in the braces. Do you select "edit field" and from the options select the fields and how do they stay in the text box after you select them? Does the field names (IF, QUOTE, SET, etc) fill in automatically after you insert the merge field because you are in a directory or catalog merge or do you type them in physically? I guess I am not that savvy but I am a quick learner if shown. Any screen shot steps or video that actually shows you how to get to or write/insert these codes?

I have used Mail Merge for many years, but just the basic letter, envelopes & labels via print and email distribution, but I am really perplexed about the steps to produce the written code that shows when you select Shift F9 or Alt F9 for the whole document.

Thanks for your previous instructions, but unless I know how to get them in the braces I'm lost. I am going to try and generate a report through Access and see how this route goes as there are additional grids that has information that can be combined and may be a better route to get the results we are looking for using more than one data source.

I have to say that I am impressed with the turn around response time to my question. Again THANKS!!
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Old 03-31-2014, 02:45 PM
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If you're creating the fields from scratch, you'd need to create each one via Ctrl-F9 in the body of the document, then type whatever text you need between the field braces. It really isn't practical to try to create fields of this complexity through the standard dialogues.

In general, though, I'd recommend against trying to recreate the fields from scratch. Instead, copy the relevant example from the tutorial into your own document, then edit the field names and the formatting to suit your own requirements. You can simply delete any unwanted output mergefields or you can insert new ones, via Mailings|Insert|Mergefield.

You also mention "looking for using more than one data source". If, by that, you mean you want the one mailmerge to pick up data from different data sources, that's not possible.
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Old 04-09-2014, 05:34 AM
sgaeta sgaeta is offline Windows 7 32bit Office 2010 32bit
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Default Email Mail Merge in Directory

I was able to create a document in Directory and have sorted out duplicate information and need to send the information to each department via email. In the excel file do I have to put the email address for each department in every row for that particular department? Or do I only put it on the first record to that/each department and the system will pick only one email for the directory report to run?
Thanks for your assistance.
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Old 04-09-2014, 05:59 AM
sgaeta sgaeta is offline Windows 7 32bit Office 2010 32bit
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ERROR Message "You cannot send a catalog created by merging documents directly to mail, fax, or a printer."

Is there a way around this after I merge the document? Should I merge the document and set up a new merge with the emails and send it that way?
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Old 04-09-2014, 03:33 PM
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Quote:
Originally Posted by sgaeta View Post
In the excel file do I have to put the email address for each department in every row for that particular department? Or do I only put it on the first record to that/each department and the system will pick only one email for the directory report to run?
You don't need to have the email addresses on every line, but it's safer to do so if the data aren't sorted and/or subsequent updates are liable to change that line's position in the sort order.
Quote:
Originally Posted by sgaeta View Post
ERROR Message "You cannot send a catalog created by merging documents directly to mail, fax, or a printer."

Is there a way around this after I merge the document? Should I merge the document and set up a new merge with the emails and send it that way?
You should merge to a new document, then print the output. You don't need to save the output document, though, if you don't want to.
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Old 04-10-2014, 06:34 AM
sgaeta sgaeta is offline Windows 7 32bit Office 2010 32bit
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Thanks Paul,
You have been a great help and appreciate the instruction.
Sandy
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