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Old 10-14-2013, 03:52 PM
AClaborn AClaborn is offline Inserting an Email Address with hyperlink into a Mail Merge Letter Windows XP Inserting an Email Address with hyperlink into a Mail Merge Letter Office 2010 32bit
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Default Inserting an Email Address with hyperlink into a Mail Merge Letter


I have created a mail merge letter template that uses Quick Parts Fields such as MergedField and Hyperlink to write my letter using ALT F9 to see the fields. I am having an issue inserting email addresses to have the correct hyperlink when clicked after the mail merge is complete. The text is displayed correctly from the merge; so that the email address is blue and underlined, but when you hoover over the link or try to control click on the link it says that the link is not valid. I have tried to find a Quick Parts email address field or modify the Hyperlink field to include "mailto:" which does correct the issue but then the words mailto: show up in my final document.

I have a 200 page document with multiple references of different email addresses and they all need to be clickable hyperlink email addresses. Does anyone know how to accomplish this?
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Old 10-14-2013, 10:15 PM
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You'd probably do better to insert the email addresses as plain text, then use a macro like the following to convert them (and any web addresses) to clickable hyperlinks post-merge.
Code:
Sub MakeLinks()
Application.ScreenUpdating = False
Dim Rng As Range
With ActiveDocument
  Set Rng = .Range
  With .Range
    With .Find
      .ClearFormatting
      .Replacement.ClearFormatting
      .Text = "<[0-9A-ÿ.\-]{1,}\@[0-9A-ÿ\-.]{1,}"
      .Replacement.Text = ""
      .Forward = True
      .Wrap = wdFindStop
      .Format = False
      .MatchWildcards = True
      .Execute
    End With
    Do While .Find.Found
      .Duplicate.AutoFormat
      .Collapse wdCollapseEnd
      .Find.Execute
    Loop
    .End = Rng.Start
    With .Find
      .Text = "http://[! ]{1,}"
      .Execute
    End With
    Do While .Find.Found
      .Duplicate.AutoFormat
      .Collapse wdCollapseEnd
      .Find.Execute
    Loop
  End With
End With
Application.ScreenUpdating = True
End Sub
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Old 10-15-2013, 06:13 AM
AClaborn AClaborn is offline Inserting an Email Address with hyperlink into a Mail Merge Letter Windows XP Inserting an Email Address with hyperlink into a Mail Merge Letter Office 2010 32bit
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Is there any other way beside a Macro to accomplish this? It is a document that will be used by over 50 people and majority of them do not know how to use a macro.

Please let me know if anyone has any ideas. Thanks.
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Old 10-15-2013, 04:02 PM
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There is a way, but it takes a fair bit of work to implement.

First, some background. By default, if you insert a mailmerge field into a hyperlink field, the hyperlinks will all show the first record’s address as the 'Text to display' text.

Here's how you can do get a mailmerge to display your preferred default 'Text to display' text (e.g. 'Click Here' for all records) instead:
1. Disregarding mergefield issues for the moment, insert a hyperlink into the document in the normal way, choosing whatever 'Click Here' text you want in the 'Text to display' box.
2. Select the inserted hyperlink and press Shift-F9 to expose its field code.
3. Replace everything in the field after 'HYPERLINK' with your mergefield.
4. Select the field and press F9 to update the display.

In Word 2007 & later, you can make the display text variable also, by following these additional steps:
5. Position the cursor anywhere within the display text.
6. Insert a mergefield pointing to whatever data field you want to use for the display text (this could even be the same field as used at step 3 above).
7. Delete all of the previous display text either side of your last-inserted mergefield (note that this field will likely have updated already).
8. Execute the merge.
9. After merging to a new document, use Ctrl-A, F9 to update all fields. Without this, the mergefield hover text won’t update to the correct targets.

As you can see, even after all the setup work, your users will still have to do some manual intervention. I doubt Ctrl-A, F9 to update fields is any simpler than what, in most cases, could be no more than Alt-F8, OK.

Conversely, the macro could be made to run automatically after the merge has executed. This would require the use of a fair bit of additional coding, but is doable.
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Paul Edstein
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