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Mail Merge Help (Grouping?)

  1. #1
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    Mail Merge Help (Grouping?)

    I am getting ready to create routes for a large Thanksgiving delivery.

    In the past we have printed labels and affixed them to each sheet. However, I wanted to do this in a mail merge. The issue is each "route" could have anywhere between 1 and 5 stops. I don't know how to tell the document to go to the next page when it encounters another route #.

    For instance Route 1 might be 1 stop, Route 2 might be 3 stops, Route 4 might be 4 stops and so on. We will have about 120 routes. Each stop needs to include First Name, Last Name, Address, City, Zip, Phone Number, comments and number of meals.

    Multiple entries might have the same route so the route column is what would be used to determine when to go to the next page.

    Any ideas how to do this?

  2. #2
    Forum Expert macropod's Avatar
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    Canberra, Australia
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    Word, Excel & Powerpoint 2003 & 2010

    Re: Mail Merge Help (Grouping?)

    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:
    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:

    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:
    For a working example, see:

    The DATABASE field can even be used without recourse to a mailmerge. An example of such usage can be found at: http://www.msofficeforums.com/mail-m...html#post67097

    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 https://onedrive.live.com/?cid=5AEDC...43615E886B!566
    Paul Edstein
    [MS MVP - Word]

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