Advice/best practice needed

Hi,

I have an excel table which I need to mail merge into a word doc. The table
is of employee name, their exam type and their grade. The table looks
similar to the one below:

Name Exam 1 Type Grade (Exam 1 Type)
Holmer Simpson Exam 1 Pass
Holmer Simpson Exam 2 Distinction
Holmer Simpson Exam 3 Pass
Lisa Simpson Exam 3 Pass
Bart Simpson Exam 1 Distinction
Bart Simpson Exam 4 Fail
Marge Simpson Exam 1 Pass
Marge Simpson Exam 5 Pass

When I mail merge, I get Holmer's [mail merge] 'letter' three times, once
for each exam (this is the problem as I only require one letter but with all
3 exams listed).

I've thought about combining each employee onto one row, where each column
heading would be different so I could merge them in that way. The only
problem is that I have over 2000 employees some of which have upto 10 exam
records. Copying and pasting all these records onto one row per employee
will take me forever and I might mess up the odd one or two if interupted.

Is there a better way of achieving this desired result perhaps?

Thanks in advance,

AW

How to use mail merge to create a list sorted by category -
http://support.microsoft.com/?kbid=294686

Fellow MVP 'macropod' has posted a tutorial on this, with working field
codes and a sample Excel data source which you can download from my website
http://www.gmayor.com/Zips/Catalogue%20Mailmerge.zip

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org



ArcticWolf wrote:
Hi,

I have an excel table which I need to mail merge into a word doc.
The table is of employee name, their exam type and their grade. The
table looks similar to the one below:

Name Exam 1 Type Grade (Exam 1 Type)
Holmer Simpson Exam 1 Pass
Holmer Simpson Exam 2 Distinction
Holmer Simpson Exam 3 Pass
Lisa Simpson Exam 3 Pass
Bart Simpson Exam 1 Distinction
Bart Simpson Exam 4 Fail
Marge Simpson Exam 1 Pass
Marge Simpson Exam 5 Pass

When I mail merge, I get Holmer's [mail merge] 'letter' three times,
once for each exam (this is the problem as I only require one letter
but with all 3 exams listed).

I've thought about combining each employee onto one row, where each
column heading would be different so I could merge them in that way.
The only problem is that I have over 2000 employees some of which
have upto 10 exam records. Copying and pasting all these records
onto one row per employee will take me forever and I might mess up
the odd one or two if interupted.

Is there a better way of achieving this desired result perhaps?

Thanks in advance,

AW

Thanks Graham, exactly what I was after Thanx for the quick response too.

ATB,

Aw

"Graham Mayor" wrote:

How to use mail merge to create a list sorted by category -
http://support.microsoft.com/?kbid=294686

Fellow MVP 'macropod' has posted a tutorial on this, with working field
codes and a sample Excel data source which you can download from my website
http://www.gmayor.com/Zips/Catalogue%20Mailmerge.zip

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org



ArcticWolf wrote:
Hi,

I have an excel table which I need to mail merge into a word doc.
The table is of employee name, their exam type and their grade. The
table looks similar to the one below:

Name Exam 1 Type Grade (Exam 1 Type)
Holmer Simpson Exam 1 Pass
Holmer Simpson Exam 2 Distinction
Holmer Simpson Exam 3 Pass
Lisa Simpson Exam 3 Pass
Bart Simpson Exam 1 Distinction
Bart Simpson Exam 4 Fail
Marge Simpson Exam 1 Pass
Marge Simpson Exam 5 Pass

When I mail merge, I get Holmer's [mail merge] 'letter' three times,
once for each exam (this is the problem as I only require one letter
but with all 3 exams listed).

I've thought about combining each employee onto one row, where each
column heading would be different so I could merge them in that way.
The only problem is that I have over 2000 employees some of which
have upto 10 exam records. Copying and pasting all these records
onto one row per employee will take me forever and I might mess up
the odd one or two if interupted.

Is there a better way of achieving this desired result perhaps?

Thanks in advance,

AW