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Checkboxes in a Merged Document

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: Checkboxes in a Merged Document.

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.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (511) 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: Checkboxes in a Merged Document.

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Comments for this tip:

DMoRiaM    04 May 2015, 15:16
Simple but very usefull tip. Thanks.
Roderick Hood    18 Nov 2014, 14:10
I only find comments on inserting checkboxes. I'm looking for comments on how to remove checkboxes from a merge document.
MRB    31 Jan 2014, 12:11
This is the most simple and effective explanation that I've found to do this. Thank you for such a layperson-friendly tutorial!

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