Loading
Word.Tips.Net WordTips (Menu Interface)

Conditional Processing During a Mail Merge

Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Conditional Processing During a Mail Merge.

When using Word's mail merge feature, you are not limited to using only the actual data fields when putting together your merge document. Word also includes special fields that allow you to conditionally control how Word does the merging. These types of fields can be easily inserted by clicking on the Insert Word Field drop-down list on the Mail Merge toolbar. The three fields you can use for conditional processing are as follows:

  • If ... Then ... Else. Use this field if you want to do a comparison between a data field and a value, and then take some action based on the comparison. This field is equivalent to the construct of the same name used in many programming languages.
  • Next Record If. Use this field if you want to compare the contents of a data field to a value, and then jump to the next record if the comparison is true.
  • Skip Record If. Use this field when you want to compare the contents of a data field to a value, and then ignore the current data record if the comparison is true.

You cannot use Word's conditional mail-merge fields to compare values in any record other than the current one. It would be very nice to compare the contents of a data field in the current record with the contents of the same data field in the previous record, but Word will unfortunately not allow it.

One possible workaround to this shortcoming—if you are using an Excel worksheet as your data source—is to simply copy the controlling field (column) to another column, and then offset it by one row. Here is an example:

Item Category OldCat
Dogs 1
Cats 1 1
Birds 2 1
Pigs 3 2

As Word processes each record of the data source, the value of the OldCat data field is the same as the contents of the Category data field in the previous record. Thus, you could use a compound field such as the following to check and act upon the comparison between the fields:

{IF {MERGEFIELD Category} <> {MERGEFIELD OldCat} "first text" "second text"}

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (287) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Conditional Processing During a Mail Merge.

Related Tips:

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

 

Leave your own comment:

*Name:
Email:
  Notify me about new comments ONLY FOR THIS TIP
Notify me about new comments ANYWHERE ON THIS SITE
Hide my email address
*Text:
*What is 5+3 (To prevent automated submissions and spam.)
 
 
           Commenting Terms

Comments for this tip:

Fred Burg    02 Jul 2016, 08:38
It may not be clear to the casual reader what the difference is between Next Record If and Skip Record If. Jumping to the next record would seem to be the same as ignoring the current record.
 
 

Our Company

Sharon Parq Associates, Inc.

About Tips.Net

Contact Us

 

Advertise with Us

Our Privacy Policy

Our Sites

Tips.Net

Beauty and Style

Cars

Cleaning

Cooking

DriveTips (Google Drive)

ExcelTips (Excel 97–2003)

ExcelTips (Excel 2007–2016)

Gardening

Health

Home Improvement

Money and Finances

Organizing

Pests and Bugs

Pets and Animals

WindowsTips (Microsoft Windows)

WordTips (Word 97–2003)

WordTips (Word 2007–2016)

Our Products

Helpful E-books

Newsletter Archives

 

Excel Products

Word Products

Our Authors

Author Index

Write for Tips.Net

Copyright © 2016 Sharon Parq Associates, Inc.