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Mail merge that starts a new page when one field is different to the previous record

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    Question Mail merge that starts a new page when one field is different to the previous record

    hi,

    I have a mail merge that I am using to fill out a form in word 2016. I have office 365 ProPlus and the programs associated with that.

    The merge has several records on one page in order to fill out the form for multiple individuals.

    However I need a different page for each company that I am doing this for.

    I have the data in excel and I can sort by company pretty easily there but I need the mail merge to drop to the next page when ever the company name is different to the previous record.

    What would be the easiest way to make this happen?

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    Forum Expert macropod's Avatar
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    Re: Mail merge that starts a new page when one field is different to the previous record

    More details please. Are these labels for companies, or something akin to letters you're trying to group company records for?
    Cheers,
    Paul Edstein
    [Fmr MS MVP - Word]

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    Re: Mail merge that starts a new page when one field is different to the previous record

    Hi macropod,

    This is for a form that my company must submit to a licencing authority.

    the form reqires us to fill out a row of information for each vehicle we are submitting for licencing.

    we are submitting these forms to this authority on behalf of many companies.

    each company has multiple often odd numbers of vehicles that need licences.

    we can not have vehicles from multiple company on the same page. each company must have its own form.

    I have a long list of vehicles from multiple companies. I can use a mail merge to take the information from excel to fill out the form for me.

    However, I dont know how to get it to start a new page for each company.

    I have attached two pictures.

    One is of some made up data in excel which gives you an idea of what the data I am working with looks like.

    The other is of the form I need to fill in.

    what I need it to do is fill in the form with this data but when the company name in column F changes, to start a new page.

    Is that more clear?
    Attached Images Attached Images

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    Forum Expert macropod's Avatar
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    Re: Mail merge that starts a new page when one field is different to the previous record

    You may find it challenging to match your form's data positioning with a mailmerge, especially where splitting the plate # across different boxes is concerned, plus matching the line heights. The former can probably be handled by playing with Word's character spacing for the licence plate mergefield, though,, while the latter can probably be handled by playing with Word's line spacing and/or paragraph before/after spacing for the grouped records.

    With those caveats, 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.

    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

    Alternatively, you may want to try one of the Many-to-One Mail Merge add-ins, from:
    Graham Mayor at https://www.gmayor.com/ManyToOne.htm ; or
    Doug Robbins at https://onedrive.live.com/?cid=5AEDC...43615E886B!566
    I'm not sure how well either of those will handle your character spacing & line spacing requirements, though.

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    Re: Mail merge that starts a new page when one field is different to the previous record

    So I actually have the mail merge working fine and it fills in the form no problem except the part where I need to make it drop a page when the company name changes. Will those tutorials include that information?

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    Re: Mail merge that starts a new page when one field is different to the previous record

    That's precisely what the tutorial is directed at.

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    Re: Mail merge that starts a new page when one field is different to the previous record

    Thank you for your help! that is fantastic!

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