WD2001: Using the Advanced Data Merge Features in Word 2001 (275140)


The information in this article applies to:

  • Microsoft Word 2001 for Macintosh
This article was previously published under Q275140

SUMMARY

In Word 2001 for Mac, the merge feature is called data merge. Instead of using a wizard or a dialog box, as in earlier versions of Word for the Macintosh, you use the commands on a Floating Palette.

MORE INFORMATION

The following Knowledge Base articles discuss how to set up a main document, use different data sources, and insert merge fields into the main document.

IMPORTANT: You need a working knowledge of how to set up your main document before you use the more advanced features of data merge. If you are not familiar with the basic steps to create a data merge, please review the following articles before you continue in this article:

275013 WD2001: How to Perform a Simple Data Merge

275014 WD2001: How to Create a Merge Document Using a Text Data Source

275015 WD2001: How to Create a Merge Document by Using Excel Data

After you are familiar with the basic steps of a data merge, you can use the following information to enhance your merge.

Using Word Fields

A Word field is a set of code that instructs Word to insert data or text that is based on the data in the data source. The following is an example of a Word field that you can use in a data merge:

Conditional If...Then...Else statement

An IF field is a statement that sets up an argument, that, if true, inserts certain text, or, if false, inserts alternative text. The following is an example of a conditional If...Then...Else statement:

If A is greater in value than 2, then return True (in this case A); otherwise return False (a value other than A).

To set up an IF field statement, follow these steps:
  1. From the Word Field section of the Data Merge Manager palette, drag If...Then...Else onto your document.
  2. In the If section of the Insert Word Field: If form, select the data merge field that you want to test.
  3. Select the Comparison that you want to test with.
  4. In the Compare to box, type the value to test against.
  5. In the Insert this text box, type the text that you want to display if the value is true. In the Otherwise insert this text box, type the text that you want to display if the value is false.

    NOTE: The information in these two text boxes also can be a field that is available in the data document. If you chose to use fields, do not type any data in the text boxes. Instead, add the fields to the second set of quotes and third set of quotes in the IF statement field.
  6. Click OK.
As Word merges each data record with the main document, Word examines the data record to determine whether the condition is true. If the condition is met, the specified text is printed. Alternative text can be printed, but if the condition is not met, and no alternative text is specified, no text is printed.

Additional Word fields that are available for use in data merges include the following:
  • Ask
  • Fill-in
  • Merge Record #
  • Merge Sequence # Next Record
  • Next Record If
  • Set Bookmark
  • Skip Record If

REFERENCES

For more information about the Word fields listed earlier in this article, click the Office Assistant, type Word fields for use in data merge, click Search, and then click a topic to view it.

NOTE: If the Assistant is hidden, click the Office Assistant button on the Standard toolbar.
Modification Type:MajorLast Reviewed:10/14/2002
Keywords:kbinfo KB275140
©2002 Microsoft Corporation. All rights reserved.