How can I defer the "parsing" of a mail merge field in MS Word

[Townfield]

I have a database (spreadsheet) of people's details containing a "frame"
number that refers to their photograph. I'm trying to use mail-merge
(labels) to produce a picture summary card. I've constructed the following
merge field within the (label) layout for the picture - {INCLUDEPICTURE
{DOCPROPERTY Category}{MERGEFIELD "Frame"}.jpg \d} - this nearly works in
that I get the layout I want, however though there are different personal
details on each summary card, every card has the same photo.

It would appear that the {MERGEFIELD "Frame"} embedded in the
{INCLUDEPICTURE} field is enumerated / parsed BEFORE the mail-merge design
function propergates the labels.

Does anyone have any clues on how I can work round this "characteristic"
please?

 

[Graham Mayor]

You need to merge to a new document then update the fields -
http://www.gmayor.com/mail_merge_graphics.htm

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


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

 

[Townfield]

Graham,

Thank you for your prompt response. Between posting and finding your
reposnes, I'd foung your very helpful page on this forum elsewhere - as you
suggest, one needs to read right to the end.

Given that the mail-merge label propergate correctly updates everything
except the picture, the problem / solution is less than clear. Merge to
document and then update is less than obvious - so thanks very much!! Must
book mark your site.

Kevin.

 

[Townfield]

Graham,

Though I have successfully produced the MERGED document following the
described process right through to the end, there is still the problem of the
TEMPLATE file having the fields within the INCLUDEPICTURE field parsed to
their result (rather than being left as a field reference) after the file has
ben saved.

This requires that the template be re-worked to support a subsequent
mail-merge-print run. Is there anything else that I'm doing wrong / got
configured incorrectly that would cause this unhelpful charateristic? ...or
is that just the way it works?

I am on Office 2003 SP3 [11.8307.8221] and XP SP3.

Thanks,
Kevin

 

[Graham Mayor]

I am not 100% certain what you mean. It will always be necessary to merge to
a new document and then update the fields in that new document to produce
the individual graphics in the merge, when you are using a mergefield in the
manner described in the web page.
The fields in the merge source document (which is what I assume you mean by
the 'template') should always contain the fields - regardless of what they
actually display in that document (confirm by pressing ALT+F9). It is a
limitation on the way the field updating works (or rather doesn't work).

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


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

Graham,

Though I have successfully produced the MERGED document following the
described process right through to the end, there is still the
problem of the TEMPLATE file having the fields within the
INCLUDEPICTURE field parsed to their result (rather than being left
as a field reference) after the file has ben saved.

This requires that the template be re-worked to support a subsequent
mail-merge-print run. Is there anything else that I'm doing wrong /
got configured incorrectly that would cause this unhelpful
charateristic? ...or is that just the way it works?

I am on Office 2003 SP3 [11.8307.8221] and XP SP3.

Thanks,
Kevin

You need to merge to a new document then update the fields -
http://www.gmayor.com/mail_merge_graphics.htm

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


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

 

[Townfield]

Graham,

I'll try to explain a little more clearly...

1. Create label-mail-merge-template.doc

2. Create merge field { INCLUDEPICTURE "{ DOCPROPERTY Category \*
MERGEFORMAT}{ MERGEFIELD "Frame" }.jpg" \* MERGEFORMAT }

3. Propergate labels

4. Mail merge to label-mail-merge-output.doc

5. CTRL/A + F9 correctly refreshes all pictures - all OK - print / save doc
etc.

6. Save label-mail-merge-template.doc

7. In TEMPLATE each original merge field now has { INCLUDEPICTURE
"original/dsc00677.jpg" \* MERGEFORMAT } being the details of the first N
records that filled the template

8. Cannot now use label-mail-merge-template.doc to generate new
label-mail-merge-output.doc - every page of labels has the same set of
pictures - i.e. those belonging to the first N records - (other data fields
are is correct)

Template needs to be regenerated as at step 2 above.

Does this explain more clearly the residual problem? Should I expect to be
able to reuse the TEMPLATE without having to "repair" it each time I want to
run the merge operation?

Thank you for your assistance,
Kevin

I am not 100% certain what you mean. It will always be necessary to merge to
a new document and then update the fields in that new document to produce
the individual graphics in the merge, when you are using a mergefield in the
manner described in the web page.
The fields in the merge source document (which is what I assume you mean by
the 'template') should always contain the fields - regardless of what they
actually display in that document (confirm by pressing ALT+F9). It is a
limitation on the way the field updating works (or rather doesn't work).

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


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

Graham,

Though I have successfully produced the MERGED document following the
described process right through to the end, there is still the
problem of the TEMPLATE file having the fields within the
INCLUDEPICTURE field parsed to their result (rather than being left
as a field reference) after the file has ben saved.

This requires that the template be re-worked to support a subsequent
mail-merge-print run. Is there anything else that I'm doing wrong /
got configured incorrectly that would cause this unhelpful
charateristic? ...or is that just the way it works?

I am on Office 2003 SP3 [11.8307.8221] and XP SP3.

Thanks,
Kevin

You need to merge to a new document then update the fields -
http://www.gmayor.com/mail_merge_graphics.htm

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

My web site www.gmayor.com

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


Townfield wrote:
I have a database (spreadsheet) of people's details containing a
"frame" number that refers to their photograph. I'm trying to use
mail-merge (labels) to produce a picture summary card. I've
constructed the following merge field within the (label) layout for
the picture - {INCLUDEPICTURE {DOCPROPERTY Category}{MERGEFIELD
"Frame"}.jpg \d} - this nearly works in that I get the layout I
want, however though there are different personal details on each
summary card, every card has the same photo.

It would appear that the {MERGEFIELD "Frame"} embedded in the
{INCLUDEPICTURE} field is enumerated / parsed BEFORE the mail-merge
design function propergates the labels.

Does anyone have any clues on how I can work round this
"characteristic" please?

 

[Doug Robbins - Word MVP]

Not that it makes any difference here as the fields are retained in the mail
merge main document whenever I save it, but what happens if you save the
mail merge main document between steps 3 and 4?

If that fails, saving before 3 would be less work for reusing the mail merge
main document.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP, originally posted via msnews.microsoft.com

Graham,

I'll try to explain a little more clearly...

1. Create label-mail-merge-template.doc

2. Create merge field { INCLUDEPICTURE "{ DOCPROPERTY Category \*
MERGEFORMAT}{ MERGEFIELD "Frame" }.jpg" \* MERGEFORMAT }

3. Propergate labels

4. Mail merge to label-mail-merge-output.doc

5. CTRL/A + F9 correctly refreshes all pictures - all OK - print / save
doc
etc.

6. Save label-mail-merge-template.doc

7. In TEMPLATE each original merge field now has { INCLUDEPICTURE
"original/dsc00677.jpg" \* MERGEFORMAT } being the details of the first N
records that filled the template

8. Cannot now use label-mail-merge-template.doc to generate new
label-mail-merge-output.doc - every page of labels has the same set of
pictures - i.e. those belonging to the first N records - (other data
fields
are is correct)

Template needs to be regenerated as at step 2 above.

Does this explain more clearly the residual problem? Should I expect to
be
able to reuse the TEMPLATE without having to "repair" it each time I want
to
run the merge operation?

Thank you for your assistance,
Kevin

I am not 100% certain what you mean. It will always be necessary to merge
to
a new document and then update the fields in that new document to produce
the individual graphics in the merge, when you are using a mergefield in
the
manner described in the web page.
The fields in the merge source document (which is what I assume you mean
by
the 'template') should always contain the fields - regardless of what
they
actually display in that document (confirm by pressing ALT+F9). It is a
limitation on the way the field updating works (or rather doesn't work).

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


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

Graham,

Though I have successfully produced the MERGED document following the
described process right through to the end, there is still the
problem of the TEMPLATE file having the fields within the
INCLUDEPICTURE field parsed to their result (rather than being left
as a field reference) after the file has ben saved.

This requires that the template be re-worked to support a subsequent
mail-merge-print run. Is there anything else that I'm doing wrong /
got configured incorrectly that would cause this unhelpful
charateristic? ...or is that just the way it works?

I am on Office 2003 SP3 [11.8307.8221] and XP SP3.

Thanks,
Kevin

:

You need to merge to a new document then update the fields -
http://www.gmayor.com/mail_merge_graphics.htm

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

My web site www.gmayor.com

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


Townfield wrote:
I have a database (spreadsheet) of people's details containing a
"frame" number that refers to their photograph. I'm trying to use
mail-merge (labels) to produce a picture summary card. I've
constructed the following merge field within the (label) layout for
the picture - {INCLUDEPICTURE {DOCPROPERTY Category}{MERGEFIELD
"Frame"}.jpg \d} - this nearly works in that I get the layout I
want, however though there are different personal details on each
summary card, every card has the same photo.

It would appear that the {MERGEFIELD "Frame"} embedded in the
{INCLUDEPICTURE} field is enumerated / parsed BEFORE the mail-merge
design function propergates the labels.

Does anyone have any clues on how I can work round this
"characteristic" please?

 

[Graham Mayor]

Even using your fieldnames (the \*Mergeformat switches are superfluous) I
cannot reproduce this problem. The fields are retained in the merge
document.

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


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

Graham,

I'll try to explain a little more clearly...

1. Create label-mail-merge-template.doc

2. Create merge field { INCLUDEPICTURE "{ DOCPROPERTY Category \*
MERGEFORMAT}{ MERGEFIELD "Frame" }.jpg" \* MERGEFORMAT }

3. Propergate labels

4. Mail merge to label-mail-merge-output.doc

5. CTRL/A + F9 correctly refreshes all pictures - all OK - print /
save doc etc.

6. Save label-mail-merge-template.doc

7. In TEMPLATE each original merge field now has { INCLUDEPICTURE
"original/dsc00677.jpg" \* MERGEFORMAT } being the details of the
first N records that filled the template

8. Cannot now use label-mail-merge-template.doc to generate new
label-mail-merge-output.doc - every page of labels has the same set of
pictures - i.e. those belonging to the first N records - (other data
fields are is correct)

Template needs to be regenerated as at step 2 above.

Does this explain more clearly the residual problem? Should I expect
to be able to reuse the TEMPLATE without having to "repair" it each
time I want to run the merge operation?

Thank you for your assistance,
Kevin

I am not 100% certain what you mean. It will always be necessary to
merge to a new document and then update the fields in that new
document to produce the individual graphics in the merge, when you
are using a mergefield in the manner described in the web page.
The fields in the merge source document (which is what I assume you
mean by the 'template') should always contain the fields -
regardless of what they actually display in that document (confirm
by pressing ALT+F9). It is a limitation on the way the field
updating works (or rather doesn't work).

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


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

Graham,

Though I have successfully produced the MERGED document following
the described process right through to the end, there is still the
problem of the TEMPLATE file having the fields within the
INCLUDEPICTURE field parsed to their result (rather than being left
as a field reference) after the file has ben saved.

This requires that the template be re-worked to support a subsequent
mail-merge-print run. Is there anything else that I'm doing wrong /
got configured incorrectly that would cause this unhelpful
charateristic? ...or is that just the way it works?

I am on Office 2003 SP3 [11.8307.8221] and XP SP3.

Thanks,
Kevin

:

You need to merge to a new document then update the fields -
http://www.gmayor.com/mail_merge_graphics.htm

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

My web site www.gmayor.com

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


Townfield wrote:
I have a database (spreadsheet) of people's details containing a
"frame" number that refers to their photograph. I'm trying to use
mail-merge (labels) to produce a picture summary card. I've
constructed the following merge field within the (label) layout
for the picture - {INCLUDEPICTURE {DOCPROPERTY
Category}{MERGEFIELD "Frame"}.jpg \d} - this nearly works in that
I get the layout I want, however though there are different
personal details on each summary card, every card has the same
photo.

It would appear that the {MERGEFIELD "Frame"} embedded in the
{INCLUDEPICTURE} field is enumerated / parsed BEFORE the
mail-merge design function propergates the labels.

Does anyone have any clues on how I can work round this
"characteristic" please?