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

Hiding Graphics

Do you need a printout where graphics can be turned on and off? This tip provides some concrete ways you can get just want ...

Discover More

Splitting Text to Multiple Cells

When processing data, you may have a need to split a long text string into shorter chunks of text consisting of whole words. ...

Discover More

Limiting a Spelling Check

When you perform a spelling check, Word typically checks everything in your document. If you want to limit what is checked, ...

Discover More

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!

More WordTips (menu)

Automatically Determining a Due Date

When you are doing a mail merge in Word, you may need to calculate a date sometime in the future. Word doesn't include an ...

Discover More

Speeding Up Mail Merges

The Mail Merge tool in Word is a great way to create new, customized documents. If you are doing a lot of merging, you may ...

Discover More

Beginning a Mail Merge

Performing a mail merge can be intimidating to some people. It needn't be; Word provides step-by-step wizards that lead you ...

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 8Mpixels. 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 4 + 7?

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.