Mailmerge same records again with next

[Ricki Miles]

I am working in Word 2000. I have a mail merge document that uses the "Next
Record" field to bring in data. Later in the document, I need to do this
process again, starting at the first record and going through all of them
for a second time. How can I get this to work?

TIA,

Ricki Miles

 

[Peter Jamieson]

You can only really do this by "doubling up" the data source before you
merge, and how you might do that depends on what the data source actually
is. If it's a table in a Word document, you would need to edit the document,
edit|copy the table below the heading row, and edit|Paste to create a single
table double the size. If it's an Access table or query, you can consider
creating a new query that basically does

SELECT 1 AS 'copynumber', * FROM mytable
UNION
SELECT 2 AS 'copynumber', * FROM mytable
ORDER BY 1

Access will probably insist on its own syntax rules.

The problem with this is that if you are relying on a particular sequence of
records, you have to specify the sort order more precisely, e.g. you might
need

SELECT 1 AS 'copynumber', f1, f2, f3, * FROM mytable
UNION
SELECT 2 AS 'copynumber', f1, f2, f3, * FROM mytable
ORDER BY 1, 2, 3, 4

If you are using an ODBC data source such as SQL Server, you can do
something similar in MS Query. If the data source is a text file or an Excel
worksheet, you can do something similar by using MS Query to get data from
the file and specify a UNION query roughly as above.

 

[Ricki Miles]

Thanks for your answer. The data source is a Word table. Is there any way
to use the Next mergefield, but first have an extra column in the data
source which marks each record "yes" or "no", then merge the "yes" data one
record after another into the letter, and further on in the letter, merge
the "no" data one record after another in the letter? What would be the
syntax for an "next" with an "if" statement?

Thanks again,

Ricki

 

[Cindy M -WordMVP-]

Hi Ricki,

Peter's away for a bit, so I hope you don't mind my jumping in, here

The data source is a Word table. Is there any way
to use the Next mergefield, but first have an extra column in the data
source which marks each record "yes" or "no", then merge the "yes" data one
record after another into the letter, and further on in the letter, merge
the "no" data one record after another in the letter? What would be the
syntax for an "next" with an "if" statement?

See if the technique described in this Knowledge Base article is what you're
looking for:

HOW TO: Use Mail Merge to Create Sorted List in Word 2000 [Q211303]
http://support.microsoft.com?kbid=211303

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep 30 2003)
http://www.mvps.org/word

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