Thanks a lot once more.
We seem to be talking at cross purposes
I am very sorry that my English is so poor. Another problem is that I cannot
use English versions of Windows and MS Office so when I want to describe
anything I have to translate it into English.
From what you have posted earlier, your merge document has five pages (not thousands), some of which will not be required
according to the dictates of the data.
Right.
I'll have thousands of pages as a result of Mailmerge because the Excel file contains
thousends (or at least hundreds) of records.
You have said that you have a field in the data source which indicates which page will not be required for a given record.
Right.
Save each of the five pages as a separate document and note the filename and path.
Done.
Each page contains a table. Besides, fieldnames are rather long so each "source" takes
more than 1 page in fact. If it is necessary I could shorten the names of the fields (=names
of Excel columns)
{IF {Mergefield Indicatorfieldname} "\" "{Includetext "c:\\path\\page1.doc" ""}{IF {Mergefield Indicatorfieldname} "\"
"{Includetext "c:\\path\\page2.doc" ""}{IF {Mergefield Indicatorfieldname} "\" "{Includetext "c:\\path\\page2.doc" ""}etc
I opened a new Word97 file and then use:
Tools MailMerge
1. Create Form Letters Active Window
2. Get Data Open Data Source
I opened my Excel file.
Then I clicked on the Edit Main Document button.
I typed what you wrote using CTRL+F9 (I forgot about it when I tried before).
To get Mergefileld Indicatorfieldname I selected it from the Insert Merge Field (left up corner)
The paths use double slashes and the names of the files are correct.
Afterwards I use:
Tools MailMerge
3. Merge button
The following options were selected:
Merge to a New Document
Records to be saved All
Without printing empty records
Then I clicked on Merge
I got the following warning:
Microsoft Word
You cannot insert the fields DATA, NEXT, NEXTIF or SKIPIF
inside other fields (this is my translation)
and after clicking on OK I got the following information:
MailMerge
An error was encountered when counting a value of field in record 1
(this is also my tranaslation)
After clicking OK I got just 1 empty page (without inserted values) - the first from 5 pages.
Unless the first page of your merge document runs top more than one page, there will only be one page in the merge document -
unless the conditions require that the includetext fields include them.
I am very sorry but I don't understand it. I suppose it is about what I got but
I have language problems with understanding it. Could you please write it
more simple, without using the word "unless" which is very difficult to me when
I have to understand anything precisely. Sorry.
Best regards
Tico
Użytkownik "Graham Mayor" napisał w wiadomości ...
We seem to be talking at cross purposes. From what you have posted earlier, your merge document has five pages (not thousands),
some of which will not be required according to the dictates of the data. You have said that you have a field in the data source
which indicates which page will not be required for a given record.
Save each of the five pages as a separate document and note the filename and path. Then your merge document will contain the
conditional fields on the same line eg
{IF {Mergefield Indicatorfieldname} "\" "{Includetext "c:\\path\\page1.doc" ""}{IF {Mergefield Indicatorfieldname} "\"
"{Includetext "c:\\path\\page2.doc" ""}{IF {Mergefield Indicatorfieldname} "\" "{Includetext "c:\\path\\page2.doc" ""}etc
These are fields not simply typed in at the keyboard. Use CTRL+F9 for the brackets, and note that the paths must use double
slashes and of course they and the fieldnames must match the actual filenames and fieldnames.
Unless the first page of your merge document runs top more than one page, there will only be one page in the merge document -
unless the conditions require that the includetext fields include them.
When you then merge your database, you will have only the required number of pages for each record. The merge fields in the
inserted documents will work as if they were typed on the page.
--
Graham Mayor - Word MVP
My web site www.gmayor.com
Word MVP web site http://word.mvps.org
Tico wrote:
I read once again your below news and I think that I didn't
understand well your advice: "save each page as a separate document"
when I tried to use it before.
If I have to save each page as a separate document, I'll have to
create thousands of files and for each file to include an information about Excel record
(number?) in its name. I'm afraid this method would be more complicated and take more time
than sorting manually. :-(
Regards
Tico
Użytkownik "Graham Mayor" napisał w
wiadomości ...
You claim your merge requires a number of pages according to the
data. Instead of merging all the pages and deleting the unwanted
ones, include only the ones you need according to the requirements
of the data ie save each page as a separate document and use
includetext to insert only the pages you want. --
Graham Mayor - Word MVP
My web site www.gmayor.com
Word MVP web site http://word.mvps.org
Tico wrote:
I am not sure if I understand you well.
Do you mean to process for each kind of page separately
(as I described in the method with sorting manually) and
then to process the MailMerge again just to combine the
pages into one file in a proper order?
Regards
Tico
Użytkownik "Graham Mayor" napisał w
wiadomości ...
From your description you should conditionally insert the pages eg
{IF {Mergefield Char} "\" "{IncludeText c:\\path\\page1.doc"}"
""} It is always easier not to add in the pages that you don't
need than to remove them later --
Graham Mayor - Word MVP
My web site www.gmayor.com
Word MVP web site http://word.mvps.org
Tico wrote:
Sorry, I should have written 5 instead of 3 in my last news.
I have 5 kinds of pages however from each record only from
1 to 3 pages can be necessary. In "my" method I "produce"
all 5 pages for each Excel record and then I delete unnecessary
pages using tha macro from you.
Sorting the pages manually I had to repeat the process 5 times
however in this case I was able to produce only necessary
pages using SKIPIF, of course. But sorting it manually is
really a nuisance.
I thought about using the "NEXT RECORD IF ..." but in this case
I'd have to be able to skip pages in Word. :-(
Probably the best way would be to write a "regular" program
in Visual Basic or so, but unfortuantely I am not able to.
Regards
Tico
Użytkownik "Tico" napisał w
wiadomości ...
No because SKIPIF cause to skip a whole record.
But I have to "produce" from 1 to 3 possible pages in Word
from each record depending on the data in Excel file. That's why
I have to "produce" all pages first and then to delete those
which are not necessary.
I tried to do it another way - I processed the Excel file 3 times
and then I sorted the pages manually but in case of big files it
is really a nuisance. The order of pages is important.
I'll try to solve the problem continuing what I wrote in my
prevoius news. I'll try not to center the first line however I
don't understand why it worked when I processed it 3 times
separately without the extra character. I don't know what causes
the difference. Regards
Tico
Użytkownik "Graham Mayor" napisał w
wiadomości ...
I am totally bemused now. If you don't want the page(s) with
this particular merge record, why are you merging the record in
the first place? Wouldn't e.g. {SKIPIF {Mergefield Char} = "\"}
work? --
Graham Mayor - Word MVP
My web site www.gmayor.com
Word MVP web site http://word.mvps.org
Tico wrote:
The same happens when I put in the Excel file "" instead of " "
when I want a page not to be deleted.
I think it is somehow connected with the sign of new page
because sometimes it is OK but always after another sign
of new page. However i don't know how to force a correct
sign in the MaiMerge.
Regards
Tico
Użytkownik "Tico" napisał w
wiadomości ...
I understand.
I thought that everything was OK but I have one problem:
the additional character damages to keeping a part of the
first line in the center.
I put in Excel file an addition column and the character "\"
is put in it, if the page in Word should be deleted or the
character " ", if the page in Word should'n be deleted. What
is put : "\" or " " depends on other values in Excel file.
Everything is OK but the first line on pages with " " is moved
much more to the left than the 1 character (" ") should use
(the same happens to pages with "\" but it is not important
as they are deleted afterwards). The first line on each page consists of
the constant text and a number that is put during the
MailMerge process, like this ABCDEF GHIJ KLMNOP {MERGEFIELD No} The text should be in the center of the
page, and the No on the right side. After I added the
character it looks like this: {MERGEFIELD Char}ABCDEF GHIJ KLMNOP
{MERGEFIELD No} (Before I put the additional character
everything was OK and the constant text was in the center)
My MailMerge "source" file consist of 5 pages, not just one. After the process of
MailMerging I delete the "extra" pages using the macro from you. Each of the "source" 5 pages has similar first
line as I described above. Could you help me once more,
please? Regards
Tico
Użytkownik "Graham Mayor" napisał
w wiadomości ...
Page is a vague concept in Word which is not a page layout
application and if you remove pages the document reflows to
create a new 'page' structure. --
Graham Mayor - Word MVP
My web site www.gmayor.com
Word MVP web site http://word.mvps.org
Tico wrote:
Thank you both very, very much once again.
I used the macro to the big MailMerge output file and it
works perfectly. The macro would work faster if it could
test just the first character on each page but I don't know
how to change it. But it works very well and I am very
grateful. As for a tutorial I expected something I had when I learnt
other languages which began with "Hello World" or something
like this. Then, step by step, it showed how to use more and
more complicated language tools. Regards
Tico
Użytkownik "Graham Mayor"
napisał w wiadomości
...
If you are splitting the results of a mail merge, see
http://www.gmayor.com/individual_merge_letters.htm As Doug
says, the only way to learn vba is to put it to use to
perform simple tasks and then get more adventurous. You can
always use the macro recorder to give you some ideas. It
is by no means perfect but it does help get you started. You will find lots of coding examples in the vba programming
forums and on
various web site, including my own. The vba help in Word
2007 is rather better than in earlier versions. --
Graham Mayor - Word MVP
My web site www.gmayor.com
Word MVP web site http://word.mvps.org
Tico wrote:
Thank you very, very much.
I created a sample file and it works!
Now I have to put the macro into my big file which is a
result of MailMerge and make a lot of tests.
By the way, I know almost nothing about VBA for Word.
I looked at your page and I found a lot of interesting
things there. However what I need most at the moment is
any tutorial how to create simple macros in Word from the
very beginning. Not just examples, which are important too, but first of
all the most basic rules. I read that one of ways is to
record macros using Word and then to analyse it in VBA Editor. I
think that this can be useful later, when you know a lot, but
not at the beginning. I am looking for any lessons, step by step
showing what is neccessary in a macro and what it means.
Then more and more functions to write working macros.
Having such background I'll be able to learn using other
methods. I tried to find anything like this in the
Internet to download or use on line, but without any success. I
found a lot for Excel but I read that the rules are not the same.
Could you please advice me anything suitable for a person
who is just starting with writing macros for Word?
Thanks again for your help.
Regards
Tico
Użytkownik "Graham Mayor"
napisał w wiadomości
...
The lines indicated in red have wrapped prematurely use
the following which should not wrap Sub
DeleteMarkedPages() Selection.HomeKey wdStory
Selection.Find.ClearFormatting
With Selection.Find
Do While .Execute(findText:="\", _
MatchWildcards:=False, _
Wrap:=wdFindContinue, _
Forward:=True) = True
Selection.Bookmarks("\page").Range.Delete
Loop
End With
http://www.gmayor.com/installing_macro.htm
The macro will remove any page with the \ character in
Word 2007 and should work in Word 97 also, though I
don't have it available to check. Word 2007 will open a
Word document from Word 97 without the need to 'convert'
it. --
Graham Mayor - Word MVP
My web site www.gmayor.com
Word MVP web site http://word.mvps.org
Tico wrote:
Thank you very much for your prompt reply.
Unfortunately I don't know enough about macros to be
able to use the macro. When I tried to use it I got the
following lines in red: Do While .Execute(FindText:="#*#",
MatchWildcards:=False, Wrap:=wdFindContinue,
Forward:=True) = True
Selection.Bookmarks("\page").Range.Delete regardless
what I replaced the "#*#" with. My special character is
\. I don't even know what I should writei n the macro: "#\#", "\" or simply \
I haven't found FindText in the "VBA for Dummies" for
Office 97 that I have so I think I should save my file
as Word 2007 first and then use the macro. I have Office
2007 (home edition) but I am not familiar with it yet,
at least not to use macros. I am afraid I'll have to remove the
pages manually. :-( Regards
Tico
Użytkownik "Doug Robbins - Word MVP"
napisał w wiadomości
...
Use a macro containing the following code where you
replace the #*# with the special character that you
intend to use. Selection.HomeKey wdStory
Selection.Find.ClearFormatting With Selection.Find
Do While .Execute(FindText:="#*#",
MatchWildcards:=False, Wrap:=wdFindContinue,
Forward:=True) = True
Selection.Bookmarks("\page").Range.Delete Loop End With
--
Hope this helps.
Please reply to the newsgroup unless you wish to avail
yourself of my services on a paid consulting basis.
Doug Robbins - Word MVP
"Tico" wrote in
message ...
Hi All,
I have a big MS Word 97 file.
I am looking for any method that let me remove
automatically some pages which I can mark
using, for example, a special character as the
first on each page or in any other way.
I would be also satisfied if I could automatically
skip the pages whilst printing the file.
I can use the MS Word 2007 to do it, if necessary.
Could anyone help me please?
The matter is urgent.:-)
Regards
Tico