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SUMMARYYou can use the Mail Merge feature in Word to create a list of data sorted and separated by a category. This article contains instructions and a sample you can use to create such a list. MORE INFORMATIONSetting Up the Data FileSort your data file so that all records with the same value for the key field (category--the field upon which you base the sort) are together, as shown in the sample data file below. The following sample list is sorted by the CITY field (CITY is the key field in this example):
For additional information, please see the following article in the
Microsoft Knowledge Base:
Q142756 WD: How to Design and Set Up Mail Merge Data Sources Setting Up the Main DocumentNOTE: A Paragraph Mark in the following example is designated as <P>. Do not type the <P>, instead press ENTER.To set up your main document as a Catalog, follow these steps:
Forcing Each New Category to a New PageThe key field in this example is {Mergefield City}. When the value of City changes in the data file to a different city, then a new page is added to the merged results and the merge is continued at the top of the next page.{If{MergeSeq} = "1" "{Mergefield City}<P>NOTE: A page break is inserted either by pressing CTRL+ENTER or click Break on the Insert menu, select Page Break and then click OK. The fields laid out in this example will produce a catalog listing on separate pages as follows: Atlanta To Format the Key FieldThe key field in this example is {Mergefield City}. To format the results of the {Mergefield City} as all capital letters, you can use the formatting switch of \* Upper. {If{MergeSeq} = "1" "{Mergefield City \* Upper}<P>The fields laid out in this example will produce a catalog listing on the same page with the City in all capital letters as follows: ATLANTAFor more information about general field formatting switches, click Microsoft Word Help Topics on the Help menu, click the Index tab in "Help Topics: Microsoft Word," type the following text fields, formattingand then double-click the selected text to go to the "General Switches" topic. NOTE: You can apply different formatting to the key field {Mergefield City} by selecting the entire field (including the field braces { }) and formatting the field as desired. To format the field, click Font on the Format menu. REFERENCESFor additional information, please see the following article in the Microsoft Knowledge Base: Q141922 WD: How to Start a Mail Merge Additional query words: invoice catalog phone directory conditional
Keywords : kbfield winword kbmerge kblayout kbformat |
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