Microsoft Office Tutorials and References
In Depth Information
Adding conditional content
3. Click Rules on the Mailings ribbon (indicated in Figure 6.9) and then click If…
Then…Else on the menu that opens.
4. A new window opens, shown in Figure 6.9. Use the pulldown menu and the
text box to deﬁ ne the rule you want to use for deciding whether this optional
text is included or not. In my case, the rule is if the ﬁ eld name (or column)
‘Dinner’ is equal to Y.
5. In the Insert this text box (see Figure 6.9), enter the text you would like to be
inserted. If you have cut dummy text from the invitation, you can use CTRL+V
to paste it here.
6. Optionally, you can enter text in the lower box. This text will be added if the
rule isn’t satisﬁ ed (if someone isn’t invited to dinner, in this example).
Sometimes this option can help to balance the design. You could avoid having a big
gap by inserting something like ‘Don’t forget your camera!’. Remember that
those invited to dinner won’t get to see this, so make sure this does not include
any information that is essential for them too.
7. Click OK.
What you see on screen will depend on the record number that is showing in the
Preview Results part of the ribbon. If this record has a Y in its Dinner ﬁ eld, you’ll
see the text about dinner. Otherwise, your alternative text (if you have some) will
be shown. You can click the next and previous buttons in the Preview Results part
of the ribbon (see Figure 6.8) to get to a record that displays text if you’ve provided
no alternative text.
The text is inserted in a standard black font, but you can now select it and format
it however you want.
Remember that you can use the format painter to copy formatting from
elsewhere in the document (see Chapter 1 and Figure 1.7).