Merge multiple contacts to associated to one company

[Philip Pera]

Hi,

I am using Word2000 and need to solve what seems a very simple problem.
I am trying to make a contact list report per company from a excel
spreadsheet that looks like this:

Headings Company Contact
Line 1 ABC X
Line 2 ABC Y
Line 3 ABC Z
Line 4 FTG A
Line5 FTG B
.....

I tried many things with the mail merge and query options but couldn't
manage to get what I wanted. What I need from the mail merge is:

Company or taking the above example ABC
Contact 1 X
Contact 2 Y
Contact 3 Z

Any help for this would be very much appreciated! (note: I need to process
this with over 5,000 records!)

Thanks in advance for your help!

Philip

 

[Philip Pera]

Thanks,
The reports in Access are what I want but I need to export them to Word but
including toolbox items (radio buttons and check boxes), which are
unfortunately not exported (using Publish It with MS Word)... that's why I
am seeking a solution in Word directly.
Can anyobe help?
Thanks
Philip

 

[Cindy Meister -WordMVP-]

Hi Philip,

Start with the "Special merges" section of my website's Mailmerge FAQ.
From the look of it, Leigh Webber's Database field example should do the
trick...

I am using Word2000 and need to solve what seems a very simple problem.
I am trying to make a contact list report per company from a excel
spreadsheet that looks like this:

Headings Company Contact
Line 1 ABC X
Line 2 ABC Y
Line 3 ABC Z
Line 4 FTG A
Line5 FTG B

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jan 24 2003)
http://www.mvps.org/word

This reply is posted in the Newsgroup; please post any follow question or
reply in the newsgroup and not by e-mail

 

[Cindy Meister -WordMVP-]

Hi Philip,

I'm not sure I follow, but...

OK, you have a main data source, and the data that produces the database
table. And, in your case, they're the same? Mmmmm. Would have an Excel sheet
(or other source) that lists only the companies, without the "many"
information that's making up the table? That's basically what you'd need. The
"list of companies" as the merge data source, and the table of company-related
info for the DATABASE field.

When I do the mailmerge, it creates as many identical records as the number
of contacts I have for one company.
To illustrate I get using the spreadsheet example below:
On page 1: On page 2: On page 3: On page 4: ...
and so on...
ABC ABC ABC FTG
X X X A
Y Y Y B
Z Z Z

Needless to say, I only want one page per company. What can I do? Anyone
can help?
For information, my mailmerge document and database field code look like
this:

{MERGEFIELD Company}

{ DATABASE \d "C:\\Documents and Settings\\Desktop\\xlfile08.xls" \c
"Entire Spreadsheet" \s "SELECT Keep, MainContact, Type, CopyCode, Leads,
Initials, Forename, Surname_, eMail, Mobile FROM C:\\Documents and
Settings\\Desktop\\xlfile08.xls WHERE Company = '{MERGEFIELD Company}" \l
\b \t \h }

What do I need to add / include so it skips records when a recurrence on the
Company Name occurs?

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jan 24 2003)
http://www.mvps.org/word

This reply is posted in the Newsgroup; please post any follow question or
reply in the newsgroup and not by e-mail