Excel & Mail Merge problem - help??

[ngtybtnice]

I have an old computer containing Windows98 as well as Excel97. I am
not able to obtain anything newer at the moment.

I am trying to teach myself how to use Excel97 to maintain a database
of names & address.

I have put in all the data correctly, and if I run a catalog or labels,
it works fine. Any rows which I have temporarily "hidden" do not show
up when I print it out.

But now I want to mail merge the Excel database with a letter using
Word and incorporate the names & address into the body of the letter.

However, when I merge the letter with the excel file, the "hidden" rows
still show up but with blanks in the letter.

For example, letter with non-hidden rows show up correctly:

Dear John Smith:
Thank you for your......

But hidden rows, still print, but have blank spaces with the data would
be:

Dear [blank space]:
Thank you for your....

What do I need to do so that hidden rows do not print?

Thank you.

marcy

 

[Graham Mayor]

Add and extra column - call it (say) Hidden
Put a 1 in all that column for all the hidden rows.
At the start of your merge document put a conditional field
{SKIPIF {Mergefield Hidden} = 1}

--
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Graham Mayor - Word MVP


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[ngtybtnice]

Add and extra column - call it (say) Hidden
Put a 1 in all that column for all the hidden rows.
At the start of your merge document put a conditional field
{SKIPIF {Mergefield Hidden} = 1}

I have an old computer containing Windows98 as well as Excel97. I am
not able to obtain anything newer at the moment.

I am trying to teach myself how to use Excel97 to maintain a database
of names & address.

I have put in all the data correctly, and if I run a catalog or
labels, it works fine. Any rows which I have temporarily "hidden" do
not show up when I print it out.

But now I want to mail merge the Excel database with a letter using
Word and incorporate the names & address into the body of the letter.

However, when I merge the letter with the excel file, the "hidden"
rows still show up but with blanks in the letter.

For example, letter with non-hidden rows show up correctly:

Dear John Smith:
Thank you for your......

But hidden rows, still print, but have blank spaces with the data
would be:

Dear [blank space]:
Thank you for your....

What do I need to do so that hidden rows do not print?

Thank you.

marcy

That sound like a great idea. I'll give it a try - and if I'm still
having problems, I'll let you know.

Thanks.

marcy

 

[marcy]

Add and extra column - call it (say) Hidden
Put a 1 in all that column for all the hidden rows.
At the start of your merge document put a conditional field
{SKIPIF {Mergefield Hidden} = 1}

I took your suggestion and it worked perfectly!

In fact, under INSERT WORD FIELD there was a place to check that would
SKIP RECORD IF... hidden - equal to - 1

Thank you!

marcy

 

[Graham Mayor]

You are welcome - have a good Christmas.

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>