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Attached to the bottom of this post is a tutorial on how to use Word's mailmerge facility to create lists sorted by category.
Microsoft has similar articles at: HOW TO: Use Mail Merge to Create a List Sorted by Category in Word 2000 and: Use mail merge for bulk email, letters, labels, and envelopes - Office Support but my tutorial goes way beyond those articles' scope by: a ) providing a sample data source that can be used to demonstrate/test the use of different keys, b ) including working mailmerge fields c ) adding examples to show how: • text can be categorised using two keysPlus, unlike the field coding suggested by the MSKB articles, my approach doesn't insert extra lines for Excel data sources. Note 1: Please read the tutorial before trying to use the mailmerge main document for a mailmerge - the merge field coding you'll need is in the tutorial and has to be copied from there into the mailmerge main document before you can do a mailmerge. Alternative Approach: Using DATABASE fields to Create Lists Sorted by Category Another option would be to use a DATABASE field in a normal ‘letter’ mailmerge main document and a macro to drive the process. Here is an outline of this approach: Suppose you have a relational database or, an Excel workbook with a separate table listing each of the grouping criteria (e.g. Manager IDs) and any other fields that occur once per group, and a separate data set (e.g. a separate Excel Worksheet or Access tbale) that has fields for employees' Firstname, Surname, Employee ID, & Job Title, and that against each record is recorded their Manager's ID. Let's also assume the mailmerge main document is kept in the same folder as the data source. In that case, you could use a DATABASE field coded as: Quote:
Note 2: The field brace pairs (i.e. '{ }') for the above example are all created in the document itself, via Ctrl-F9 (Cmd-F9 on a Mac); you can't simply type them or copy & paste them from here. Nor is it practical to add them via any of the standard Word dialogues. The spaces represented in the field constructions are all required. For some working examples of this approach, see: https://www.msofficeforums.com/mail-...-multiple.html https://www.msofficeforums.com/mail-...tml#post151706 Merge excel list into Word Receipt (the second of these uses a macro to apply some additional formatting). If you'd like to have each group's mailmerge output from the above approach saved as a separate document/pdf, see the Send Mailmerge Output to Individual Files topic in my Mailmerge Tips & Tricks page: https://www.msofficeforums.com/mail-...ps-tricks.html Conversely, if you're using a data source such as an Excel workbook where records such as the Manager IDs and other data that are to appear once per group (e.g. email addresses) are all recorded on every row, you could use a macro like the following to drive the process: Code:
Sub Merge_by_Group() Application.ScreenUpdating = False Dim MainDoc As Document, StrMgrID As String, i As Long Set MainDoc = ActiveDocument With MainDoc For i = 1 To .MailMerge.DataSource.RecordCount With .MailMerge .Destination = wdSendToEmail .SuppressBlankLines = True With .DataSource .FirstRecord = i .LastRecord = i .ActiveRecord = i End With If .DataSource.DataFields("Manager_ID") <> StrMgrID Then StrMgrID = .DataSource.DataFields("Manager_ID") .MailAddressFieldName = "Email" .MailSubject = "Your Team's Details" .MailFormat = wdMailFormatHTML .Execute Pause:=False End If End With Next i End With Application.ScreenUpdating = True End Sub Code:
.Destination = wdSendToEmail Code:
.Destination = wdSendToNewDocument Code:
.MailAddressFieldName = "Email" .MailSubject = "Your Team's Details" .MailFormat = wdMailFormatHTML Enjoy
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Cheers, Paul Edstein [Fmr MS MVP - Word] |
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