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Checkboxes in a Merged Document

Summary: When creating a mail-merge document, you may want to include some special characters, such as check-marked boxes, in the document. This is relatively easy to do by putting together the proper type of merge field, as discussed in this tip. (This tip works with Microsoft Word 97, Word 2000, Word 2002, Word 2003, and Word 2007.)

Saul has to do a merge where the merge document contains a series of checkboxes. He would like the checkboxes to have checkmarks in them based on a Y or N in the data source being merged.

This is relatively easy to do, if you know how to create the merge field that will do the check boxes. For example, let's say that the field in the data source that will contain the Y or N designation is called "checkbox". You could create a merge field similar to the following:

{ IF { MERGEFIELD checkbox }= "Y" "A" "B" }

To make the field do what you want, you need to replace the A and B characters with, respectively, a checked checkbox and an unchecked checkbox. There are a variety of these that you can use, all accessible by the Insert Symbol dialog box. Just insert the characters in place of A and B in the above, and you should get the desired characters when you perform the actual merge.

Tip #511 applies to Microsoft Word versions: 97 | 2000 | 2002 | 2003 | 2007

Document and Annotate! One of the easily overlooked tools provided by Word is the ability to add footnotes and endnotes to your documents. WordTips: Footnotes and Endnotes is the definitive resource guide to using these tools to enhance your documents.
 
Check out WordTips: Footnotes and Endnotes today!