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Old 06-05-2017, 11:50 AM
MyerSL MyerSL is offline Directory Merge: unwanted condensing of key data Windows XP Directory Merge: unwanted condensing of key data Office 2010 64bit
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Default Directory Merge: unwanted condensing of key data

I am merging a directory of admissions decisions made on students from various high schools, following MacroPod's wonderful tutorial. I have everything working as desired, EXCEPT for random records it is condensing all into one.



For example, schools A, B, C, and D all have their own page with the correct letter template (attached) and merged records. Then, out of the blue schools E and F are condensed (one letter listing students from BOTH schools--- merging in the address from only E and then throwing the students from F in at the bottom). It then gives G, H, and I their own separate pages but combines J, K, L, M, N.

The data source quite clearly has the data changing for the key record in the schools where it's merging them (unwanted) so I'm not sure where I've gone wrong. The data source is alphabetized by the school address (to avoid errors thinking 2 schools with the same name are the same school) and then by student last name for ease of use. Do I need to remove the 2nd level of sorting and ONLY sort by school address?
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File Type: docx decision letter_public.docx (17.0 KB, 6 views)
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Old 06-06-2017, 01:15 AM
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gmayor gmayor is online now Directory Merge: unwanted condensing of key data Windows 10 Directory Merge: unwanted condensing of key data Office 2016
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Chances are that you don't have the data sorted by School.

This is a many to one mail merge.

Modify the document as attached and download http://www.gmayor.com/ManyToOne.htm re-attach the data source and set the merge type as Letters.

Sort the data by the School field. School is thus the Key field. The fields LastName, FirstName and Decision are the Child fields.

You can then produce your letter in a variety of ways.

If you want the contact field inserted as a hyperlink then see also http://www.gmayor.com/hyperlink_merge_fields.htm
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File Type: docx decision letter_public.docx (14.7 KB, 5 views)
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Old 06-06-2017, 07:53 AM
MyerSL MyerSL is offline Directory Merge: unwanted condensing of key data Windows XP Directory Merge: unwanted condensing of key data Office 2010 64bit
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Hi Graham, thanks for your response. I've done as you directed but I seem to be in an endless loop in the AddIn.


1) I never get to the "filter the data" pop-up (under "Running the Merge") - I see the disclaimer but then nothing else comes up. As such I can't follow the instructions because none of those pop-ups are appearing

2) I am told that I have more columns in the data source than merge fields and need to use the "clean worksheet" function but when I click that I get error "Run-time error '9': Subscript out of range".

Thoughts? I appreciate your time and access to the addon but I imagine it isn't working for me like you've designed.
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Old 06-07-2017, 02:41 AM
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gmayor gmayor is online now Directory Merge: unwanted condensing of key data Windows 10 Directory Merge: unwanted condensing of key data Office 2016
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That doesn't sound good. I thought for one horrible moment that I had upset the filtering during some major updates recently, but I have tested again and that doesn't appear to be the case.

Click reset and when you start again the Default is not to use the filter. Use that default option. Just add the folder to save the documents.

If it still doesn't work, send me your workbook to supportATgmayor.com, putting your forum username in the subject (or it will be discarded). By all means anonymize the data. I am not interested in your data, just the worksheet, so I can establish if there is a problem.

If you are unable to do that, copy and paste only the used data range to a new Workbook, starting at Cell A1. Sort the data by the schools, then use that new workbook as your data source for the merge. There must be no empty fields in the schools column.

Which Word version are you using?

Incidentally did you try sorting the data and using your original merge document without recourse to the add-in?
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Old 06-23-2017, 11:58 PM
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macropod macropod is offline Directory Merge: unwanted condensing of key data Windows 7 64bit Directory Merge: unwanted condensing of key data Office 2010 32bit
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The most likely cause of the problem with the original field coding is that is unnecessarily nests some of the fields. Doing so may result in Word evaluating some of them mathematically. You also don't need the MERGEFORMAT switch. Thus:
{IF{ { MERGEFIELD School_address } }<> {REF Key \* MERGEFORMAT } "{IF{MERGESEQ}> 1 {QUOTE 12}"} { SET Key { { { MERGEFIELD School_address } } } }
should only be:
{IF{MERGEFIELD School_address}<> {REF Key} "{IF{MERGESEQ}> 1 {QUOTE 12}"} {SET Key {MERGEFIELD School_address}}
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