I am trying to run a mail merge so that I can print labels for my
Christmas Cards with as little editing as possible. I have everyone I
need in my address book (both entourage and Address Book).
The snag I'm hitting is that I want to address them either Mr and Mrs.
John Doe or John and Jane Doe without having Mr. Tom Single printed as
Mr and Mrs. Tom Single or Tom and Single. Or if I use Address Book I
end up with John Doe and Jane.
You can do it using Data Merge Manager in Word.
First check over your contacts in Entourage. Don't worry if most or many of
your male contacts do not have a "Mr." as title. But since Word has no way
of knowing the sex of people without titles, you should enter "Ms." "Mrs."
or "Miss" for single females without other titles. Since Word does NOT have
access to the Spouse field, (A) enter "Mr. & Mrs." as title when there IS a
spouse. Or (B) enter "Mr." as Title for single males, and leave Title blank
for males with spouses. or (C) if there are too many, and you do not want to
do either of these, then see below*.
Tools/Data merge Manager. Create->Labels. Choose your label.
Get Data: Data Source -> Office Address Book...
In the next dialog, pull down Insert Merge Field popup to Title, type a
space, then First_Name, type a space, then Last_Name, type a Return then
Address. So it looks like this:
«Title» «First_Name» «Last_Name»
«Address»
Click OK.
Open "Word Field" arrow. Drag "IfŠThenŠElse" into the first label of the
document, and position the cursor just after «Title»|.
Select "Title" in the Field Name popup.
If you did (A) above (entered "Mr. & Mrs." as Title for couples), do this:
If <Title> <Equal To> < > (leave last box blank)
Insert this text:
<Mr.>
If you did (B) above (entered "Mr." for single males) do this:
If <Title> <Equal To> < > (leave last box blank)
Insert this text:
<Mr.& Mrs.>
Click OK.
[IMPORTANT:] Up under "Data Source" click the 2nd-to-last button "Propagate
Label Document".
Proceed to Merge, clicking Query Options first if you wish to limit the
labels to one or more categories in the Entourage address book.
*C : OK, what if there are too many singles and couples to be worth taking
the time to enter "Mr." or "Mr. & Mrs." for either of these sets? This time
you must make sure that you have entered a spouse's name in the Spouse field
in the contact in Entourage even though you won't be using the name for the
labels.
In Entourage, go to File/Export/Local contacts to a list. (This won't work
if they're all on an Exchange account.) This exports all the contacts to a
tab-delimited .txt file.
Now in Word Data Merge Manager/Get Data, use the exported .txt file, (NOT
Office Address Book), as your Data Source.
Now in "Insert Merge Field" popup you will see far more fields. Enter the
same fields, but you'll have to compose the Address manually:
«Title» «First_Name» «Last_Name»
«Street»
«City», «State_Or_Province» «Zip_Code»
«Country»
typing the comma, spaces and Return for line ends as appropriate.
Then, in "Word Fields" again drag in "IfŠThenŠElse" and again position the
cursor just after «Title»|, but this time do it like this:
If <Spouse> <Not equal to> < > (leave last box blank)
Insert this text:
<Mr.& Mrs.>
Else insert this text:
<Mr.>
This way couples (there's a spouse listed) get "Mr. & Mrs." while single
males without a title get "Mr.". (You'd better change the titles of Dr. and
Prof. etc. who have spouses to "Dr. & Mrs." etc. or whatever the spouse's
title might be.)
Continue with "Propagate to Label Document" and Merge.
--
Paul Berkowitz
MVP MacOffice
Entourage FAQ Page: <
http://www.entourage.mvps.org/faq/index.html>
AppleScripts for Entourage: <
http://macscripter.net/scriptbuilders/>
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PLEASE always state which version of Microsoft Office you are using -
**2004**, X or 2001. It's often impossible to answer your questions
otherwise.
