How do I get records to print on the proper document?

[Penny Miller]

I have a user that wants to input a list of information into one spot an
have it print out on the proper document that would be associated with those
records.

She has created a data source using Excel2003 that has 9 fields to a record
(To, Date, Type of Permit, File Number, Project Planner, Applicant, Acting
Agent, Project Name, Comments Due). Also, she has also created 10 different
documents that this information would merge to.

How do I associate these records to print on the proper form? Would I do
this in Excel or Word?

Word2003/Excel2003

 

[Doug Robbins - Word MVP]

You could use mail merge in Word. Each form would be created as a mail
merge main document to which would be attached the Excel spreadsheet as the
data source.

See the article "Creating a Mail Merge Data Source" at:

http://www.word.mvps.org/FAQs/MailMerge/CreateADataSource.htm

See the article "How to create a Mail Merge" at:

http://www.word.mvps.org/FAQs/MailMerge/CreateAMailMerge.htm


--
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

 

[Penny Miller]

That is what I am currently doing for her. The problem I have is the
following;

1. She enters in all the data into one datasource
2. When she opens her mailmerge document called Agency.doc she only wants
the records to merge to this document that pertain to this document.
3. And when she opens the mailmerge document called Irrigation.doc she only
wants the records to merge to this document that pertain to this document
and so on.

I think I need an IF statment in each field but I'm not sure because I did
this, but I ended up having 37 letters with blank fields and only 3 letters
that had information in the fields. I'm lost.

 

[Doug Robbins - Word MVP]

What distinguishes the fields for Agency from those for Irrigation?

Quite frankly, the easiest thing to do is to cut one lot of records from the
Excel spreadsheet and paste them into a different one so that you have a
separate data source for each 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

 

[Penny Miller]

I'm not sure what your quite sure what your asking but... Irrigation is one
of the many "To" (Agency).

FYI: There are 27 different Agencies (Irrigation, Public Works, Fire
District#1 and so on... there is also a generic one called Agency), there
are also 6 different Planners (Brain, Cliff...), and 9 different permits
(Subdivision, Shortplat...) that need to be merged into the document.

What the user does is inputs information that she receives from a stack of
client folders into Excel2003 spreadsheet that has 9 fields to a record
(To, Date, Type of Permit, File Number, Project Planner, Applicant, Acting
Agent, Project Name, Comments Due). If this client needs to be going to
different "To" (Agency)

Basically, one clients folder could print out on 12 different documents.

Thanks for being patient w/me I'm not sure how to explain this.

 

[Graham Mayor]

At the start of each merge document enter a SkipIf field pertaining to the
conditions required for that document eg

{SKIPIF {Mergefield Agency} <> "Irrigation"}

That will enter all the records that have the Agency field set to
Irrigation.

You have a planner called 'Brain'?

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Graham Mayor - Word MVP


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[Penny Miller]

I appreciate the help.

Quick fingers typing I guess, it's "Brian" not "Brain". Wouldn't that be
something to have the name Brain?

Thanks.