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.

Checkboxes in a Merged Document

by Allen Wyatt
(last updated October 29, 2011)

3

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.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Direction Arrows Confused

What do you do if you open a document, only to find that the arrow keys don't work the way that they should? The first step ...

Discover More

Using Color in Headers and Footers

Applying color to the text in your headers and footers is a bit of a dream in some versions of Excel. Here's an overview of ...

Discover More

Open Workbooks Don't Display

Have you ever opened a workbook, only to have it not display your worksheet data? This can be very disconcerting, but it ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (menu)

Getting Rid of Spaces in Merged Data

When you merge information with a Word document, you may not be completely satisfied with the appearance of some of the ...

Discover More

Merging and Printing

When you merge information into a document, Word provides two different ways you can create your output. Here's an overview ...

Discover More

Using Unique Document Serial Numbers

If you need to include serial numbers in your printed matter (labels, letters, documents, etc.), the best way is through the ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 - 1?

2015-05-04 15:16:55

DMoRiaM

Simple but very usefull tip. Thanks.


2014-11-18 14:10:19

Roderick Hood

I only find comments on inserting checkboxes. I'm looking for comments on how to remove checkboxes from a merge document.


2014-01-31 12:11:07

MRB

This is the most simple and effective explanation that I've found to do this. Thank you for such a layperson-friendly tutorial!


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.