Microsoft Office Tutorials and References
In Depth Information
Rules
These rules, which are tied to specifi c Word fi eld codes, are explained in Table 10.2. Note
that many of these are supported by dialog boxes that guide you through proper syntax,
making them easy to use and understand.
TABLE 10.2 Merge Rules
Field
Usage/Purpose
This fi eld prompts you to provide information and assigns a bookmark to the
answer you provide; the information is stored internally. A reference to the
bookmark can then be used in the mail merge document to reproduce the
information you type. A default response to the prompt can also be included in
the fi eld. The ASK fi eld displays as an empty bookmark in the mail merge
document. You might use this fi eld in conjunction with an IF fi eld to prompt for
missing information during a merge.
ASK
This fi eld prompts you to enter text, and then uses your response in place of
the fi eld in the mail merge document. This is similar to the ASK fi eld, except
that the information can be used only in one place.
FILLIN
This is used in mail merge documents to control the fl ow and to create a
conditional statement that controls whether specifi c mail merge fi elds are printed or
included in the merged document.
IF
This fi eld provides a counter of mail merge documents that actually result from
a merge. If you merge the entire database and do not change the base sorting,
and if no records are skipped, then MERGESEQ and MERGEREC will be
identical.
MERGESEQ
When doing a mail merge, the MERGEREC fi eld serves as a counter of records
in the data fi le and doesn’t count the number of documents actually printed.
This fi eld is incremented by the presence of NEXT and NEXTIF fi elds. If you
skip records using SKIPIF, MERGEREC is incremented nonetheless.
MERGEREC
The NEXT fi eld is used to include more than one record in a given document.
Ordinarily, when doing a mail merge, one document is printed for each record.
With the NEXT fi eld, however, you can include multiple records in a single
document. This can be useful when you need to refer to several addresses from a
data fi le. When doing a label merge, the NEXT fi eld is provided automatically,
and appears as <<Nex t Record>>.
NEXT
The NEXTIF statement works like the NEXT fi eld except that it advances to the
next record only if an expression being evaluated is true. A typical use is to skip
a given record if a particular key fi eld is blank. For example, in an e-mail merge,
if you haven’t otherwise excluded records with blank e-mail addresses, you can
use NEXTIF to do it.
NEXTIF
The SET fi eld is used to change the text referred to by a bookmark. SET often
is used in conjunction with IF to conditionally change how particular text is
defi ned based on external factors, such as the current date, or internal factors,
such as the value(s) of particular fi elds.
10
SET
The SKIPIF fi eld is used to cancel processing of the current database record
during a mail merge. For example, you might use it to screen out a particular
ZIP code.
SKIPIF
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