Repeat a merged list from one part of a Word doc to another part.

[dazp1970]

I have a document with 10 pages. I want to repeat merged information from
page 1 identically to all the other pages. The other 9 pages are all
different and form a whole report so I can't just print the document out 10
times.

I have tried using the "merge sequence #" function without success (probably
not the right function to use!). When I use this I just get the last record
of page 1 repeated onto page 2 and nothing else.

Any help would be greatly appreciated - this is driving me nuts!

 

[Graham Mayor]

If your merge source document is 10 pages simply create a 10 page form
letter merge and insert the fields where you want them. There's nothing to
stop you inserting them more than once. When you run the merge you'll get
your ten page report for each record.

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Graham Mayor - Word MVP


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[dazp1970]

Graham,

thanks for your reply. Your reply sounds good, but it doesn't solve my
problem - my fault for not being specific enough!

The list that appears on the first page of my document is made up 5 records
from my Access database, chosen because they match a specific "date" field in
the database - only 5 records have the same date. I want to repeat the same 5
records on the other nine pages.

On the first page I enter the fields I want for the first record, then use
the "next record" function and repeat the fields for the following 4 records.
At this point all 5 records with the matching date have now been used (on
page one of the document).

On page two of the document I want the same list of 5 records to appear. Try
as I might, they don't. It seems as though Word looks at the fields, notices
that all 5 records that match that specific date have been used already, and
returns with blanks.

Is there any way to repeat the pattern of the 5 records from page one
throughout the other pages in the document? Am I trying to do something that
Mail Merge just wasn't designed for?

Any help would be really appreciated.

Darrell.

 

[Graham Mayor]

If this is a form letter merge and you have as indicated used Next Record to
grab the following record's data then as you have discovered the suggestion
won't work. What you can do instead is bookmark each of the inserted record
fields and use REF fields to place the content in the subsequent pages. When
you merge to a new document the content of those fields is transferred to
those pages.


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Graham Mayor - Word MVP


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[dazp1970]

Graham,

thanks for getting back to me. The bookmark idea sounds like it could work -
only I have no idea how to use this function! I tried using Word's in-built
help on "bookmarks" but I couldn't figure it out. Could you give me a brief
run through on bookmarks as even if they don't work in this instance I think
I could find them useful at some point.

I wonder also if it is possible to copy and paste the fields? I have tried
simply copying and pasting, but this doesn't work as I am pasting the merge
fields, not the actual values as they are displayed. Is there a way to copy
displayed values (paste special or something like that?)?

Sorry to be a bother, I do appreciate your help though.

Darrell.
PS: would it be helpful to give you a detailed breakdown of my document?

 

[Doug Robbins]

Select each of the fields on page one and from the Insert menu, select the
Bookmark item. Enter a name for the bookmark in the space provided for it
in the dialog and then click on the Add button.

When you have each of the fields "bookmarked" in this way, go to each page
where you want the data to re-appear and with the cursor in the location
where you want a piece of data to appear, select Reference, then
Cross-reference from the Insert menu and in the dialog that appears, select
bookmark as the type of item that you want to refer to and Bookmark text and
the type of reference that you want to create.

Do this for each piece of data. Note that once you have a cross reference
set up like this, you can copy and paste it into the other locations where
you want it to appear which will save a few steps.

After you execute the merge, it may be necessary to use Ctrl+A to select
everything in the document and then press F9 to update all of the fields
(cross-references in this case) so that they display the data correctly.

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP

 

[Graham Mayor]

Let's say you have your document set up as follows:

Xxxxx xxxxx xxxxx xxx xxxx, xxxxxxxxxxxx xxxxxxxxxx xxxx, xxx xxxx xxxxxxx
xxxx xxxxxxx xxxxxxxxx xx xxxxxxx xxxxxx xxxxx xxxxxxx xxxx xxxxxxxx. Xx
xxxx xxxx xx xxxxx xxxxxx, xxxx xxxxxxx xxxxxx xxxxxx xxxxxxxxxxx xxxxxxxx
xxxxxxxx xxxx xx xxxxxxx xx xx xxxxxxx xxxxxxxxx.

{mergefield fieldname}
{next}{mergefield fieldname}
{next}{mergefield fieldname}
{next}{mergefield fieldname}
{next}{mergefield fieldname}

Xxxxx xxxxx xxxxx xxx xxxx, xxxxxxxxxxxx xxxxxxxxxx xxxx, xxx xxxx xxxxxxx
xxxx xxxxxxx xxxxxxxxx xx xxxxxxx xxxxxx xxxxx xxxxxxx xxxx xxxxxxxx. Xx
xxxx xxxx xx xxxxx xxxxxx, xxxx xxxxxxx xxxxxx xxxxxx xxxxxxxxxxx xxxxxxxx
xxxxxxxx xxxx xx xxxxxxx xx xx xxxxxxx xxxxxxxxx.

Select each {mergefield fieldname} in turn and from the insert menu >
bookmark and give them unique names eg Myfield1, Myfield2, etc.
Then in the subsequent pages of your merge document, instead of inserting
the mergefields and next fields, insert REF fields. (REF fields reproduce
the data stored in bookmarks) thus {REF Myfield1} will reproduce the content
of the first mergefield.


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Graham Mayor - Word MVP


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[dazp1970]

Perfect!

That's exactly what I was trying to do.

Thanks very much for your help (and your patience!)

Darrell.

 

[dazp1970]

Doug,

It seems that both yourself and Graham Mayor arrived at the solution at the
same time, and it was just what I was looking for!

Thanks very much for taking the trouble to write,

Darrell.