MS Word table - problem with conditional formula

[Peterkins]

I have set up in MS Word a main document and source document, which performs
a mail merge to produce a Form Letter. The mail merge works OK and the
appropriate Merge Fields are correctly inserted into the Form Letter. The
main document is an advice to individuals and team leaders re competitions
they wish to enter and includes a table, the first three columns of which are
– Col A – Competition Name, Col B – Accepted and Col C Entry Fee. Row 1
contains the column headings and in Rows 2 to 12 the names of various
competitions. In Row 13 cell C13 has the formula: -

{=Sum(C2:C12)\#”£#,##0.00;(£#,##0.00)”} and correctly shows the total of any
amounts (entered manually) in Col C.

I am having problems in getting a conditional formula to work. In Col B an X
will signify acceptance of an entry (in the competition for that row) and in
Col C the formula is required to calculate the entry fee, which will vary
according to the number of people in the team for that competition. I
envisage something like: –

{=IF B2=X Product (2.90,2)}. With an appropriate number format (#,##0.00)
inserted in the formula dialog box this should produce 5.80 in cell C2
provided B2 has X, (or blank if not X), and likewise in other cells in Col C
with a similar formula.

I know the ‘curly brackets’ have to be inserted by using Ctrl + F9 and not
typed in from the keyboard. However all my attempts seem to produce a Syntax
Error in cell C2. On one occasion I did manage to update C2 by using F9 but
when I removed the X from B2 and did another update the 5.90 remained in C2
(instead of a blank because there was no acceptance for that competition).

The following formula: - {IF {B2<>X,””,{=PRODUCT(2.9,2)\#”#,##0.00”}}} was
accepted in C2 without any error message, but when the cell was selected and
updated by F9 no result was displayed whether or not B2 had an X. I then
tried inserting an = sign before the IF and was rewarded with: - !Unexpected
end of formula.

All suggestions for resolving this problem gratefully received.

 

[Peterkins via OfficeKB.com]

Please can someone tell me what is wrong with the syntax in the following
formula: -

{=IF(B3="X",PRODUCT(2.9,2),"")}

The ’curly brackets’ (braces) were inserted into the cell using Ctrl + F9. I
constructed the formula in the cell originally from the keyboard and got a !
Syntax Error, “ message. I then deleted the formula and constructed the
formula in an Excel worksheet and it worked. I then copied the formula to
the clipboard, went back to the (Word 2000) document table, inserted the
braces into the cell and then pasted the formula between the braces and again
got the same error message as before. Does anyone know the significance of
the double quotes at the end of the message?

From experimenting it seems the problem is to do with the IF condition,
because a straightforward function - PRODUCT(2.9,2) - with appropriate number
formatting gives the correct result i.e. 5.80

To get the job finished I have had to manually update my Form Letter but
would like to get this problem sorted so that I can automate the job next
time I use it.

Peter

 

[Suzanne S. Barnhill]

I think you're trying to use Excel syntax in Word. Word's syntax would be:

{ IF B3 = "X" { = PRODUCT (2.9,2) } "" }

or just

{ IF B3 = "X" { = 2.9 * 2 } "" }

 

[Peterkins via OfficeKB.com]

Hi Suzanne

Thanks for your response. If one tries to construct the formula from the
Word menu bar - Table > Formula, the Formula dialogue appears and any formula
constructed appears in the cell with a pair of braces around it. However if
one pastes the IF function into the formula line it then appears as "=IF( )"
(without the quotes of course). I have been unable to find any way to insert
a pair of braces in the formula line. So I have constructed the formula
directly in the table cell using Ctrl + F9 to insert the braces then keying
in your suggested syntax. The formula was accepted into the cell without any
error message, but when I selected the cell and updated it with F9 the cell
remained blank even though there was an X in B3. Your alternative also
performed similarly.

It seems the inclusion of spaces does make a difference. In the following I
have put asterisks where spaces occur: -

{*IF*B2*=*"X"*{*=*PRODUCT(2.9,2),*}""*} This gives a "no result" i.e. the
cell is blank when updated.

{*IF*B2="X"*{*=*PRODUCT(2.9,2),*}""*} Removing the spaces either side of the
first "=" causes a X to appear in the cell when it is updated.

Unfortunately I am no further forward in finding what is wrong with the
syntax of my version. Please may I ask you if you have actually tried to get
this working on your system; I would be very interested to know.

 

[Suzanne S. Barnhill]

Well, this was pretty bizarre, but here's the answer:

{ IF B2=X { = PRODUCT (2.9,2} "" }

That is, remove the quotes around "X." The spaces around the first = are
crucial, but none of the other spaces matter, and it works with or without
quotes around the IF field.

In most case spaces make no difference; Word inserts and in some cases
insists on spaces between the field delimiters and the contents; spaces
around operators can be more touchy.

Also, I realize this is probably just a sample/example/test, but if your
actual field were going to be the product of 2.9 and 2, it would make a lot
more sense to just put "5.8" instead of { = PRODUCT (2.9,2) }.

 

[macropod]

Hi Peterkins,

A formula in Column C like:
{IF B2=X {=2*2.9} \# £,0.00}
should give the result you're after. However, this requires hard-coding both
the entry fee and the number of entrants. If you set your table up so that
Column C has the number of entries, and Column D has the fee per entry, you
could use:
{IF B2=X {=C2*D2} \# £,0.00}
in Column E.

For more on Word field maths, check out my Word Field Maths 'tutorial', at:
http://www.wopr.com/cgi-bin/w3t/showthreaded.pl?Number=365442

Cheers

 

[Peterkins via OfficeKB.com]

Hi Suzanne

This problem seems to be getting even more bizarre. First if I may explain I
used the Product function because the Entry Fee can vary from time to time.
Because I was trying to get this thing working by taking one step at a time,
I used a fixed fee in the formula, but intended to substitute the result of
an ASK field into the formula once the formula is made to work properly. My
main document has two ASK fields one for a date and the other for the Entry
Fee. As you doubtless know, if the whole document is selected (Ctrl + A) and
F9 to update, Word displays the prompts for the ASK fields which are then
updated along with the results from the formulae in each of the rows in
Column C.

I used your revised syntax first with the fixed fee and then substituting the
ASK field { EntryFee } in the formula and got the correct results with both
versions and using various amounts for fees. However once an update had
produced a value in C, removing the X from Col B and again updating, the
previously calculated value remained in C. I made some further experiments
and then found that the calculation is performed whether or not there is an X
in Col B!!

This is how my formula now looks (* = space): - {*IF*B2=X*{*PRODUCT(
{*EntryFee*},2)\#*#0.00*}""*}

What further thoughts do you have please?

With many thanks for your time and patience.

Peter

 

[macropod]

Hi Peterkins,

Table cell referencing doesn't work with text strings. To refer to a
character string in a cell, the character string (not the cell itself) must
be individually bookmarked and the bookmark referred to in the reference. So
my previous post on this was wrong (Should have read my own tutorial)!

So, if you bookmark the text range in cell B2 with something like 'Cell2B'
you could use a field coded like:
{IF{Cell2B}= X {=EntryFee*2} \# £,0.00}
Since maintaining the bookmark in such a field can be a PITA, you might find
it easiest to add a FILLIN field to cell B2 and bookmark that. Code the
FILLIN field something like:
{FILLIN "Enter 'X' if accepted"}

Cheers

 

[Peterkins via OfficeKB.com]

Hi macropod

Thanks for your help, but I am still a bit stuck. I have not had experience
with bookmarking before but have tried to follow your instructions. Although
I don't quite understand how/why maintaining a book mark can be a pain, I
opted for your suggestion to create a FILLIN field and this is what I have
entered (again * = space): -

{*FILLIN*"Enter*X*if*entering*Men's*Singles"\d**\**MERGEFORMAT*}

(I don't understand the Mergeformat bit but presume it has been put there by
Word because this is a main document for a mail merge.) I selected all of
the Fillin and using Insert > Bookmark named it CellB2.

The formula in C2 is now: - {*IF*{*CellB2*}=X*{*PRODUCT({*EntryFee*},2)\#*#0.
00*}""*}

I ran a mail merge and after answering the ASK prompts I had an error message
"A field calculation error occurred in record " for each record in the
source document, and all the sections of the resulting Form Letter had "=X"
(without quotes) in C2. I didn't get any prompt to "Enter X if entering
Men's Singles" even thought the FILLIN switch was set to \d.

Any further ideas please?

Regards

Peter

 

[Charles Kenyon]

You might try an ASK field rather than a fill-in. That will let you set the
bookmark directly. This makes up for the bookmark's fragility. You can find
an ASK and FILL-IN field tutorial at
http://addbalance.com/word/download.htm.

I would suggest adding spaces around the equals sign and quotation marks
around the comparison items and around your True result as well. I also
added a REF field.
{*IF*"{*REF*CellB2*}"*=*"X"*"{*PRODUCT({*EntryFee*},2)\#*#0.00*}"*""*}

--
Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide


--------- --------- --------- --------- --------- ---------
This message is posted to a newsgroup. Please post replies
and questions to the newsgroup so that others can learn
from my ignorance and your wisdom.

 

[macropod]

Hi Charles,

I had thought of an ASK field, but it only sets a bookmark - the results are
hidden unless you use yet another field (REF) to display them. Hence the
bookmarked FILLIN field.

Cheers

You might try an ASK field rather than a fill-in. That will let you set the
bookmark directly. This makes up for the bookmark's fragility. You can find
an ASK and FILL-IN field tutorial at
http://addbalance.com/word/download.htm.

I would suggest adding spaces around the equals sign and quotation marks
around the comparison items and around your True result as well. I also
added a REF field.
{*IF*"{*REF*CellB2*}"*=*"X"*"{*PRODUCT({*EntryFee*},2)\#*#0.00*}"*""*}

--
Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide


--------- --------- --------- --------- --------- ---------
This message is posted to a newsgroup. Please post replies
and questions to the newsgroup so that others can learn
from my ignorance and your wisdom.

 

[Peterkins via OfficeKB.com]

Hi macropod

I have just read your reply to Charles, whose suggestions I was still trying
to get to grips with - I am in unfamiliar territory here. Please can you
explain where I have gone wrong in getting the results from using your ideas,
which I posted above @ 16:24hrs.

Regards
Peter

Hi Charles,

I had thought of an ASK field, but it only sets a bookmark - the results are
hidden unless you use yet another field (REF) to display them. Hence the
bookmarked FILLIN field.

Cheers

You might try an ASK field rather than a fill-in. That will let you set the
bookmark directly. This makes up for the bookmark's fragility. You can find

[quoted text clipped - 58 lines]

 

[macropod]

Hi Peterkins,

You can safely delete the \* MERGEFORMAT switch.

For the formula, use any of:
{IF{Cell2B}= X {=EntryFee*2} \# ,0.00}
{IF{Cell2B}= X {=EntryFee*2} \# £,0.00}
{IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# ,0.00}
{IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# £,0.00}
Note that you mast have a '=' sign in the second field, and the false output
(ie "") isn't necessary.

Cheers
NB: You must have the spaces shown above, though additional spaces in *some*
places won't hurt, and you can put the numeric picture switch inside the
second field.

 

[Peterkins via OfficeKB.com]

Hi macropod

Sorry for the delay in coming back to this forum, but have been rather busy
for the last few days. I am sorry to say I am still having great difficulty
in resolving this problem.

The formula in C2 is now: - {*IF{*CellB2*}=X*{=PRODUCT(EntryFee,1)*}*\#*#0.00}
and in C3 a similar formula but with a 2 instead of a 1 after the EntryFee.

The contents of B2 are [{*FILLIN*"Enter*X*for*Men's*Singles"\d*}] with a
bookmark title of CellB2. A similar Filllin in C2 with Pairs in place of
Singles has been bookmarked as CellB3.

Running a mail merge first prompts for each of the ASK fields, and then
immediately issues 'A field calculation error occurred for record ' for each
of the selected records in the source document. The resultant Form Letter
has the correct calculation in C2 and C3 (i.e. EntryFee x 1 or x2), but these
appear in those cells in EACH of the sections. Since no prompts were issued
for the Fillins this is probably not surprising, except that I would have
thought that since there is no X in B2 or B3 the formula result would have
been 'False' and therefore C2 and C3 should have remained blank.

It seems that the Fillin function is not working correctly. At first I
thought this might be the cause of the error message, but since I only get
one error message per record, and not one for each Fillin for each record I
now have my doubts.

I would be grateful if you, or anyone else, can identify why this feature is
not working.

Regards
Peter

 

[macropod]

Hi Peterkins,

If you're using a FILLIN field in a mailmerge, you *should* get a prompt for
each record, unless you've added the \o switch to the FILLIN field.

I didn't see any mention of a mailmerge before your latest post. This raises
additional issues, since each merged record will be setting the same
bookmark, and (subject to the above), the merged output will end up holding
only the last bookmark value. If the FILLIN fields are still there in your
merged output, you could use Ctrl-A then F9 to update them all after
merging, following which I'd either lock the fields via Ctrl-F11, or
permanently convert them to their calculated values via Ctrl-Shift-F9.

Cheers

Hi macropod

Sorry for the delay in coming back to this forum, but have been rather busy
for the last few days. I am sorry to say I am still having great difficulty
in resolving this problem.

The formula in C2 is now: - {*IF{*CellB2*}=X*{=PRODUCT(EntryFee,1)*}*\#*#0.00}
and in C3 a similar formula but with a 2 instead of a 1 after the EntryFee.

The contents of B2 are [{*FILLIN*"Enter*X*for*Men's*Singles"\d*}] with a
bookmark title of CellB2. A similar Filllin in C2 with Pairs in place of
Singles has been bookmarked as CellB3.

Running a mail merge first prompts for each of the ASK fields, and then
immediately issues 'A field calculation error occurred for record ' for each
of the selected records in the source document. The resultant Form Letter
has the correct calculation in C2 and C3 (i.e. EntryFee x 1 or x2), but these
appear in those cells in EACH of the sections. Since no prompts were issued
for the Fillins this is probably not surprising, except that I would have
thought that since there is no X in B2 or B3 the formula result would have
been 'False' and therefore C2 and C3 should have remained blank.

It seems that the Fillin function is not working correctly. At first I
thought this might be the cause of the error message, but since I only get
one error message per record, and not one for each Fillin for each record I
now have my doubts.

I would be grateful if you, or anyone else, can identify why this feature is
not working.

Regards
Peter

Hi Peterkins,

You can safely delete the \* MERGEFORMAT switch.

For the formula, use any of:
{IF{Cell2B}= X {=EntryFee*2} \# ,0.00}
{IF{Cell2B}= X {=EntryFee*2} \# £,0.00}
{IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# ,0.00}
{IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# £,0.00}
Note that you mast have a '=' sign in the second field, and the false output
(ie "") isn't necessary.

 

[Charles Kenyon]

Nope. I haven't followed this entire thread so I hope you'll forgive me if
I'm off base.
When an Ask of a FillIn field is used in a mail merge, where the box isn't
checked to Ask Once, it will be asked each time. Further, where a Ref field
is to a bookmark which contains a FillIn field, the Ref field will give the
result for each answer in turn. As each merge is performed, the Ref field is
unlinked so the reference will reflect each answer rather than only the last
one.
--
Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide




--------- --------- --------- --------- --------- ---------
This message is posted to a newsgroup. Please post replies
and questions to the newsgroup so that others can learn
from my ignorance and your wisdom.

Hi Peterkins,

If you're using a FILLIN field in a mailmerge, you *should* get a prompt
for
each record, unless you've added the \o switch to the FILLIN field.

I didn't see any mention of a mailmerge before your latest post. This
raises
additional issues, since each merged record will be setting the same
bookmark, and (subject to the above), the merged output will end up
holding
only the last bookmark value. If the FILLIN fields are still there in your
merged output, you could use Ctrl-A then F9 to update them all after
merging, following which I'd either lock the fields via Ctrl-F11, or
permanently convert them to their calculated values via Ctrl-Shift-F9.

Cheers

Hi macropod

Sorry for the delay in coming back to this forum, but have been rather busy
for the last few days. I am sorry to say I am still having great difficulty
in resolving this problem.

The formula in C2 is now: - {*IF{*CellB2*}=X*{=PRODUCT(EntryFee,1)*}*\#*#0.00}
and in C3 a similar formula but with a 2 instead of a 1 after the EntryFee.

The contents of B2 are [{*FILLIN*"Enter*X*for*Men's*Singles"\d*}] with a
bookmark title of CellB2. A similar Filllin in C2 with Pairs in place of
Singles has been bookmarked as CellB3.

Running a mail merge first prompts for each of the ASK fields, and then
immediately issues 'A field calculation error occurred for record ' for each
of the selected records in the source document. The resultant Form
Letter
has the correct calculation in C2 and C3 (i.e. EntryFee x 1 or x2), but these
appear in those cells in EACH of the sections. Since no prompts were issued
for the Fillins this is probably not surprising, except that I would have
thought that since there is no X in B2 or B3 the formula result would
have
been 'False' and therefore C2 and C3 should have remained blank.

It seems that the Fillin function is not working correctly. At first I
thought this might be the cause of the error message, but since I only
get
one error message per record, and not one for each Fillin for each record I
now have my doubts.

I would be grateful if you, or anyone else, can identify why this feature is
not working.

Regards
Peter

Hi Peterkins,

You can safely delete the \* MERGEFORMAT switch.

For the formula, use any of:
{IF{Cell2B}= X {=EntryFee*2} \# ,0.00}
{IF{Cell2B}= X {=EntryFee*2} \# £,0.00}
{IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# ,0.00}
{IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# £,0.00}
Note that you mast have a '=' sign in the second field, and the false output
(ie "") isn't necessary.

 

[macropod]

Thanks Charles,

The situation Peterkins described indicates the ASK field fires repeatedly
but the FILLIN field was firing only once. To me, this implies the likely
presence of the \o switch on the FILLIN field. As for the impact of the
merged output, not having used a FILLIN (or ASK) field in a mailmerge, I
wasn't sure how much would survive the merge process.

Cheers

Nope. I haven't followed this entire thread so I hope you'll forgive me if
I'm off base.
When an Ask of a FillIn field is used in a mail merge, where the box isn't
checked to Ask Once, it will be asked each time. Further, where a Ref field
is to a bookmark which contains a FillIn field, the Ref field will give the
result for each answer in turn. As each merge is performed, the Ref field is
unlinked so the reference will reflect each answer rather than only the last
one.
--
Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide




--------- --------- --------- --------- --------- ---------
This message is posted to a newsgroup. Please post replies
and questions to the newsgroup so that others can learn
from my ignorance and your wisdom.

Hi Peterkins,

If you're using a FILLIN field in a mailmerge, you *should* get a prompt
for
each record, unless you've added the \o switch to the FILLIN field.

I didn't see any mention of a mailmerge before your latest post. This
raises
additional issues, since each merged record will be setting the same
bookmark, and (subject to the above), the merged output will end up
holding
only the last bookmark value. If the FILLIN fields are still there in your
merged output, you could use Ctrl-A then F9 to update them all after
merging, following which I'd either lock the fields via Ctrl-F11, or
permanently convert them to their calculated values via Ctrl-Shift-F9.

Cheers

Hi macropod

Sorry for the delay in coming back to this forum, but have been rather busy
for the last few days. I am sorry to say I am still having great difficulty
in resolving this problem.

The formula in C2 is now: - {*IF{*CellB2*}=X*{=PRODUCT(EntryFee,1)*}*\#*#0.00}
and in C3 a similar formula but with a 2 instead of a 1 after the EntryFee.

The contents of B2 are [{*FILLIN*"Enter*X*for*Men's*Singles"\d*}] with a
bookmark title of CellB2. A similar Filllin in C2 with Pairs in place of
Singles has been bookmarked as CellB3.

Running a mail merge first prompts for each of the ASK fields, and then
immediately issues 'A field calculation error occurred for record ' for each
of the selected records in the source document. The resultant Form
Letter
has the correct calculation in C2 and C3 (i.e. EntryFee x 1 or x2), but these
appear in those cells in EACH of the sections. Since no prompts were issued
for the Fillins this is probably not surprising, except that I would have
thought that since there is no X in B2 or B3 the formula result would
have
been 'False' and therefore C2 and C3 should have remained blank.

It seems that the Fillin function is not working correctly. At first I
thought this might be the cause of the error message, but since I only
get
one error message per record, and not one for each Fillin for each

record
I

now have my doubts.

I would be grateful if you, or anyone else, can identify why this

feature
is

not working.

Regards
Peter

macropod wrote:
Hi Peterkins,

You can safely delete the \* MERGEFORMAT switch.

For the formula, use any of:
{IF{Cell2B}= X {=EntryFee*2} \# ,0.00}
{IF{Cell2B}= X {=EntryFee*2} \# £,0.00}
{IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# ,0.00}
{IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# £,0.00}
Note that you mast have a '=' sign in the second field, and the false output
(ie "") isn't necessary.

 

[Peterkins via OfficeKB.com]

Hi macropod and Charles

First of all I would like to correct a typo in my post above dated 12 April.
In the third paragraph, the second FILLIN named CellB3 I stated to be in cell
C2, but that should of course read cell B3. Also I should state that I am
using the version of Word that comes with MS Office Professional 2000.

Regarding your last response, with respect, I would point out that I *did*
refer to mail merge in my post which started this thread. Also regarding the
switch for the FILLIN’s I showed this in my posts on 07 April and 12 April as
\d – i.e. to prompt for *every* record being merged from the source document.

It might help if I explain in more detail exactly what I am trying to do. I
belong to a bowls club (lawn green *not* ten-pin) some of whose members enter
National Competitions. There are four basic competitions (Singles – 1
entrant, Pairs – 2 in a team, Triples – 3 in a team and Fours – 4 in a team)
and also age related variants on these. I have a database with columns for
the variables – name, address, date of birth etc – and another column in
which I put an X to select that particular record for the mail merge. There
is a record for each of the single entrants and team leaders with their
relevant details.

The main document has places amongst the text for the insertion of the
relevant mail merge fields and also has a table with a row for each of the
competitions. I have an ASK field that prompts *once only* for the for the
competition year, and another ASK prompting *once only* for the Entry Fee per
person which can vary each year.

From a list of names who are entering the competitions I select (with an X)
the relevant records in the database. Running the mail merge produces a Form
Letter with one section for each of the selected source records. Initially I
proposed to key in an X in Column B of each section for the competitions
entered by that person or his teams. Then the formula in Column C on finding
an X in Column B would calculate the total Entry Fee and when the whole
document was updated using F9 the results of the calculation would be seen in
Column C.

When the formula would not recognise the character X, I posted the problem in
this forum and then adopted your suggestion of using FILLIN’s. Once I can
get that working properly I will put FILLIN’s in *each* of the Column B cells
with appropriate wording for the competition for that row. To know which
source record I am at, I would also include in the FILLIN prompt wording the
{ MERGEFIELD LastName } field. I would then expect to get only one prompt
for each of the ASK fields (as I do at present) and ONE prompt for EACH
FILLIN for EACH source record as it is merged. If the person is not entering
the competition for that FILLIN prompt I would press the space bar (or Enter
key?) so a blank would go in Column B.

I hope the above will enable you to suggest why I am getting NO PROMPTS AT
ALL from the FILLIN’s only an error message about a field calculation error
for EACH selected source record. In fact when the formula does the
calculations the results are correct, but they are done for EACH source
record irrespective of an X or blank in the cells in Column B.

If it would help I am willing to forward to you the files for the source and
main documents for you to try running the mail merge. If you agree can you
give me an address they can be sent to please?

Regards
Peter

 

[macropod]

Hi Peterkins,

The FILLIN field's '\d' switch doesn't cause it to prompt for *every* record
being merged - it simply sets a default value which, in the field codes
you've posted, is undefined. That's most likely the cause of your problem,
since it typically prevents the FILLIN field from prompting for an update.
To correct this, you could delete the '\d', though you might prefer to
change it to '\d "X"', so that the "X" response becomes the default.

Cheers
PS: I wasn't saying you hadn't mentioned doing a mailmerge, just that I
hadn't *seen* the reference beforehand.

 

[Peterkins via OfficeKB.com]

Hi macropod

Phew!! Managed to get it working at last!

Having inserted the default "X" after the \ d switch in each of the FILLIN
fields the mail merge job works like a dream - well spotted macropod! For
any other readers of this thread who may have a similar problem, when closing
the main document after the mail merge DO NOT SAVE THE CHANGES, otherwise you
will probably find some of the results embedded in that document.

I am very grateful to you macropod for your time and patience in getting me
sorted out on this problem which was becoming a PITA, but perseverance won in
the end.

Regards
Peter