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Mail Merge: New Page when data changes

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    Mail Merge: New Page when data changes

    Hello,

    I am trying to create a 'receipt' for a group of orders that comes to me in excel. Here is how I have the current merge setup:

    ORDER DATE: «ORDER_DATE»
    ORDER #: «ORDER_»
    DELIVER TO: «DELIVER_TO»
    ORDER: «ORDER» BEVERAGE: «BEVERAGE»
    SIGNATURE:___________________________________________________________________________


    This merge works just fine; however, the person in the DELIVER TO field may have multiple orders. I would love to have those orders on one sheet (thus one signature). When then DELIVER TO field changes from 'person 1' to 'person 2" it will start a new sheet.

    Any help is appreciated.

    Thanks
    Guy Short

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    Re: Mail Merge: New Page when data changes

    You can use Word's Catalogue/Directory Mailmerge facility for this (the terminology depends on the Word version). To see how to do so with any mailmerge data source supported by Word, check out my Microsoft Word Catalogue/Directory Mailmerge Tutorial at:
    http://www.msofficeforums.com/mail-m...-tutorial.html
    or:
    http://www.gmayor.com/Zips/Catalogue%20Mailmerge.zip
    The tutorial covers everything from list creation to the insertion & calculation of values in multi-record tables in letters. Do read the tutorial before trying to use the mailmerge document included with it.

    Depending on what you're trying to achieve, the field coding for this can be complex. However, since the tutorial document includes working field codes for all of its examples, most of the hard work has already been done for you - you should be able to do little more than copy/paste the relevant field codes into your own mailmerge main document, substitute/insert your own field names and adjust the formatting to get the results you desire. For some worked examples, see the attachments to the posts at:
    http://www.msofficeforums.com/mail-m...html#post23345
    http://www.msofficeforums.com/mail-m...html#post30327

    Another option would be to use a DATABASE field in a normal ‘letter’ mailmerge main document and a macro to drive the process. An outline of this approach can be found at: http://answers.microsoft.com/en-us/o...1-1996c14dca5d
    Conversely, if you're using a relational database or, Excel workbook with a separate table with just a single instance of each of the grouping criteria, a DATABASE field in a normal ‘letter’ mailmerge main document could be used without the need for a macro. An outline of this approach can be found at:
    https://answers.microsoft.com/en-us/...f-8642e46fa103
    For a working example, see:
    http://www.msofficeforums.com/mail-m...-multiple.html

    Alternatively, you may want to try one of the Many-to-One Mail Merge add-ins, from:
    Graham Mayor at http://www.gmayor.com/ManyToOne.htm; or
    Doug Robbins at http://bit.ly/1hduSCB
    Cheers,
    Paul Edstein
    [Fmr MS MVP - Word]

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    Re: Mail Merge: New Page when data changes

    Paul,

    Thanks so much for replying to my question. Unfortunately you blew my mind away with this. I just couldn't get it to work and
    I failed horribly. I'm going to run through this again shortly in case I missed some thing. When I tried (what I thought was
    following the directions on your tutorial) I got the same results before I started the thread.

    I did not see any code that I can copy and paste in the examples.

    Sorry, but I am just not grasping it.

    Thanks again,
    Guy

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    Re: Mail Merge: New Page when data changes

    The tutorial includes fully working code. The Introduction tells you how to access it.

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    Re: Mail Merge: New Page when data changes

    Again, thanks for your assistance. Lots of useful information in your reply, unfortunately I just couldn't make it work.

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    Re: Mail Merge: New Page when data changes

    Unless you care to share your mailmerge main document showing what you've done, there's nothing much I can do to help with "I just couldn't make it work"...

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    Re: Mail Merge: New Page when data changes

    Thanks again,

    I have tried multiple times to upload the document yet the excel forum site will not allow it (docx and elsx files). Says for the site admin to white list the IP. Can I email them to you? Or is there another way we can facilitate this?

    Thanks
    Guy Short
    IT Director
    Meherrin River Regional Jail

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    Re: Mail Merge: New Page when data changes

    I am not aware of any attachment issues here - I've attached many files to different posts to date. Just make sure your file formats & sizes are correct and that they're not open when you try to attach them.

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    Re: Mail Merge: New Page when data changes

    Trying to attach files again...same files....14 & 17kb, standard word and excel files.

    Thanks again
    Guy Short
    IT Director
    Meherrin River Regional Jail
    Attached Files Attached Files

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    Re: Mail Merge: New Page when data changes

    I don't see any indication from your document that you've tried to implement anything demonstrated in the tutorial - it's not even configured as a Directory merge. I don't propose to do the basics for you - that way you'll never learn. When you've implemented the appropriate example from the tutorial, should you still be having difficulty, attach the relevant document to a post and we can go from there.

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    Re: Mail Merge: New Page when data changes

    Thanks for the input but despite your thought, I have tried. My apologies I simply just do not understand nor follow what you have outlined. I did try to add the key and I do realize that I failed horribly at the task. I found it hard to follow your instructions to make it work to my needs. I guess I had different expectations as to the help provided here.

    Just because my outcome was not what you expected, does not mean that I didn't even try.

    Thanks
    Guy
    Last edited by gshort; 05-08-2018 at 07:41 AM. Reason: found a misell, and added a comment.

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    Re: Mail Merge: New Page when data changes

    I revisited this yet again, using your documentation and example data. When I open the document, it seems I have to go back
    and set it as a directory merge. After I add the recipients, I get invalid mail merge field and word begins deleting fields.
    If I open the mail merge main doc, i get a blank canvas instructing me to read the tutorial.

    Going step by step with your tutorial on one screen and your sample docs on another - side-by-side, I cannot even get your
    examples to work. Obviously, as you have pointed out, I am not doing something correctly. I admit that. I also admit that I
    do not even understand the process of a directory merge using a key field; although I do understand the concept you are
    instructing. I just can seem to get past setting up the key and page break.

    Ultimately, I am struggling to apply your tutorial to my merge doc. I think that is where I am failing.

    Again, I am not asking you to do the work. I just can't get to a point where it is even making sense to me. If asking for
    additional help is beyond the scope of this forum or your assistance, then I will just mark the thread as closed and I can
    seek help elsewhere.

    Thanks again for your help
    Guy

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    Re: Mail Merge: New Page when data changes

    The instruction in the ‘Mailmerge Main Document’ file tell you what you need to do (i.e. read the tutorial before using that document). If you can't even get that document to work, it seems pretty obvious you haven't followed the fairly simple instructions found under 'Using the Sample Data File & Mailmerge Main Document'. Simply having the documents open side-by-side won't achieve anything - you need to copy the fields you want to experiment with from the tutorial to the ‘Mailmerge Main Document’ file.

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    Re: Mail Merge: New Page when data changes

    Thank you for all of your help.

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