Query a merge document

[Aurora]

I am using Word 2003.
I created a merge file to print file labels. Of course I have several
hundred records in the file. Since I need to re-print these labels annually,
I added fields for 2008, 2009 and 2010. In order to try to sort records, I
want to be able to put a check or "yes" in the year field for the records I
want to print that year. Because we may not want to print all of the records
each year. Is there a way to only pull up the records for 2008 to print or
is there a better way to sort records? I would apprecate any help you can
give me.

Thank you - Aurora

 

[macropod]

Hi Aurora,

You could print only the specified year's records by using a SKIPIF field to control which records get printed.

For example, if you want to be able to print only the records for a specified year and you have a:
.. single 'year' column and , you could code the SKIPIF field along the lines of
{SKIPIF {MERGEFIELD Year}<> {FILLIN "Year to Print" \o}}
.. separate columns for each year and you use a token (eg "Y" or "y") to indicate that the record is current for that year, you could
code the SKIPIF field along the lines of:
{SKIPIF {MERGEFIELD {FILLIN "Year to Print" \o} \* Upper}<> "Y"}

Note: The field brace pairs (ie '{ }') for the above examples are created via Ctrl-F9 - you can't simply type them or copy & paste
them from this message.

 

[Peter Jamieson]

Have you tried going into "Mail Merge Recipients" and using the dropdown at
the top of each column to select a particular value in that column? In some
cases you can simply select the value you need.; in others, you can go to
Advanced where you can type in a number of selection criteria. These
selections do not always work - it depends partly n th data source.