Mail Merge Question using Word 2000

[barrmel]

I have a database of 900 names, addresses, city, state, zip, and a few other fields. This is currently in an Excel Workbook. I also have 3 Word documents. Approx 300 records need to get Word Doc #1, 300 get Word Doc #2. and 300 get Word Doc #3. This is a presorted mailing, so I need to keep the database in zipcode order. How can I do a mailmerge telling Word when to use the correct document?

 

[Dreamboat]

Mail merges are generally started on the Word side of things. Have you created your Word mail merge files yet? What point are you at? What, if anything, in the Excel spreadsheet designates which records get doc1, 2, or 3? Let's suppose you have a column called Document that has 1, 2 or 3 in it.

You can create the mail merge documents, then hit Tools-Mail merge and hit Query options button. Choose Field name Document, equal to, 1 (or 2 or 3, depending on the doc). Hope this makes sense, let me know if you need more help with it.

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dreamboat@nni.com
Brainbench MVP for Microsoft Word

 

[melnic]

Make sure you have header records in each of your excel worksheets. The header should be just be basic field descriptions, I.E. Name_line, Address, Last_line (City State Zip). We use this all of the time. We printed word documents, envelopes and labels this way.

 

[barrmel]

I must be missing something here. I am able to do the query that filters only those appropriate addresses to be printed on letter 1, but how do you get Word to maintain the order of the Excel file (which is in zip code order) but to switch the printing of the 3 documents back and forth so that it maintains this order? I've only experimented with letter 1 for this reason.