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#11
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MS Word table - problem with conditional formula
Hi Charles,
I had thought of an ASK field, but it only sets a bookmark - the results are hidden unless you use yet another field (REF) to display them. Hence the bookmarked FILLIN field. Cheers "Charles Kenyon" wrote in message ... You might try an ASK field rather than a fill-in. That will let you set the bookmark directly. This makes up for the bookmark's fragility. You can find an ASK and FILL-IN field tutorial at http://addbalance.com/word/download.htm. I would suggest adding spaces around the equals sign and quotation marks around the comparison items and around your True result as well. I also added a REF field. {*IF*"{*REF*CellB2*}"*=*"X"*"{*PRODUCT({*EntryFee* },2)\#*#0.00*}"*""*} -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs/ which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "Peterkins via OfficeKB.com" u20492@uwe wrote in message news:5e6d9e84e6a5d@uwe... Hi macropod Thanks for your help, but I am still a bit stuck. I have not had experience with bookmarking before but have tried to follow your instructions. Although I don't quite understand how/why maintaining a book mark can be a pain, I opted for your suggestion to create a FILLIN field and this is what I have entered (again * = space): - {*FILLIN*"Enter*X*if*entering*Men's*Singles"\d**\* *MERGEFORMAT*} (I don't understand the Mergeformat bit but presume it has been put there by Word because this is a main document for a mail merge.) I selected all of the Fillin and using Insert Bookmark named it CellB2. The formula in C2 is now: - {*IF*{*CellB2*}=X*{*PRODUCT({*EntryFee*},2)\#*#0. 00*}""*} I ran a mail merge and after answering the ASK prompts I had an error message "A field calculation error occurred in record " for each record in the source document, and all the sections of the resulting Form Letter had "=X" (without quotes) in C2. I didn't get any prompt to "Enter X if entering Men's Singles" even thought the FILLIN switch was set to \d. Any further ideas please? Regards Peter macropod wrote: Hi Peterkins, Table cell referencing doesn't work with text strings. To refer to a character string in a cell, the character string (not the cell itself) must be individually bookmarked and the bookmark referred to in the reference. So my previous post on this was wrong (Should have read my own tutorial)! So, if you bookmark the text range in cell B2 with something like 'Cell2B' you could use a field coded like: {IF{Cell2B}= X {=EntryFee*2} \# £,0.00} Since maintaining the bookmark in such a field can be a PITA, you might find it easiest to add a FILLIN field to cell B2 and bookmark that. Code the FILLIN field something like: {FILLIN "Enter 'X' if accepted"} -- Message posted via OfficeKB.com http://www.officekb.com/Uwe/Forums.a...ables/200604/1 |
#12
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MS Word table - problem with conditional formula
Hi macropod
I have just read your reply to Charles, whose suggestions I was still trying to get to grips with - I am in unfamiliar territory here. Please can you explain where I have gone wrong in getting the results from using your ideas, which I posted above @ 16:24hrs. Regards Peter macropod wrote: Hi Charles, I had thought of an ASK field, but it only sets a bookmark - the results are hidden unless you use yet another field (REF) to display them. Hence the bookmarked FILLIN field. Cheers You might try an ASK field rather than a fill-in. That will let you set the bookmark directly. This makes up for the bookmark's fragility. You can find [quoted text clipped - 58 lines] FILLIN field something like: {FILLIN "Enter 'X' if accepted"} -- Message posted via OfficeKB.com http://www.officekb.com/Uwe/Forums.a...ables/200604/1 |
#13
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MS Word table - problem with conditional formula
Hi Peterkins,
You can safely delete the \* MERGEFORMAT switch. For the formula, use any of: {IF{Cell2B}= X {=EntryFee*2} \# ,0.00} {IF{Cell2B}= X {=EntryFee*2} \# £,0.00} {IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# ,0.00} {IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# £,0.00} Note that you mast have a '=' sign in the second field, and the false output (ie "") isn't necessary. Cheers NB: You must have the spaces shown above, though additional spaces in *some* places won't hurt, and you can put the numeric picture switch inside the second field. "Peterkins via OfficeKB.com" u20492@uwe wrote in message news:5e6d9e84e6a5d@uwe... Hi macropod Thanks for your help, but I am still a bit stuck. I have not had experience with bookmarking before but have tried to follow your instructions. Although I don't quite understand how/why maintaining a book mark can be a pain, I opted for your suggestion to create a FILLIN field and this is what I have entered (again * = space): - {*FILLIN*"Enter*X*if*entering*Men's*Singles"\d**\* *MERGEFORMAT*} (I don't understand the Mergeformat bit but presume it has been put there by Word because this is a main document for a mail merge.) I selected all of the Fillin and using Insert Bookmark named it CellB2. The formula in C2 is now: - {*IF*{*CellB2*}=X*{*PRODUCT({*EntryFee*},2)\#*#0. 00*}""*} I ran a mail merge and after answering the ASK prompts I had an error message "A field calculation error occurred in record " for each record in the source document, and all the sections of the resulting Form Letter had "=X" (without quotes) in C2. I didn't get any prompt to "Enter X if entering Men's Singles" even thought the FILLIN switch was set to \d. Any further ideas please? Regards Peter macropod wrote: Hi Peterkins, Table cell referencing doesn't work with text strings. To refer to a character string in a cell, the character string (not the cell itself) must be individually bookmarked and the bookmark referred to in the reference. So my previous post on this was wrong (Should have read my own tutorial)! So, if you bookmark the text range in cell B2 with something like 'Cell2B' you could use a field coded like: {IF{Cell2B}= X {=EntryFee*2} \# £,0.00} Since maintaining the bookmark in such a field can be a PITA, you might find it easiest to add a FILLIN field to cell B2 and bookmark that. Code the FILLIN field something like: {FILLIN "Enter 'X' if accepted"} -- Message posted via OfficeKB.com http://www.officekb.com/Uwe/Forums.a...ables/200604/1 |
#14
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MS Word table - problem with conditional formula
Hi macropod
Sorry for the delay in coming back to this forum, but have been rather busy for the last few days. I am sorry to say I am still having great difficulty in resolving this problem. The formula in C2 is now: - {*IF{*CellB2*}=X*{=PRODUCT(EntryFee,1)*}*\#*#0.00} and in C3 a similar formula but with a 2 instead of a 1 after the EntryFee. The contents of B2 are [{*FILLIN*"Enter*X*for*Men's*Singles"\d*}] with a bookmark title of CellB2. A similar Filllin in C2 with Pairs in place of Singles has been bookmarked as CellB3. Running a mail merge first prompts for each of the ASK fields, and then immediately issues 'A field calculation error occurred for record ' for each of the selected records in the source document. The resultant Form Letter has the correct calculation in C2 and C3 (i.e. EntryFee x 1 or x2), but these appear in those cells in EACH of the sections. Since no prompts were issued for the Fillins this is probably not surprising, except that I would have thought that since there is no X in B2 or B3 the formula result would have been 'False' and therefore C2 and C3 should have remained blank. It seems that the Fillin function is not working correctly. At first I thought this might be the cause of the error message, but since I only get one error message per record, and not one for each Fillin for each record I now have my doubts. I would be grateful if you, or anyone else, can identify why this feature is not working. Regards Peter macropod wrote: Hi Peterkins, You can safely delete the \* MERGEFORMAT switch. For the formula, use any of: {IF{Cell2B}= X {=EntryFee*2} \# ,0.00} {IF{Cell2B}= X {=EntryFee*2} \# £,0.00} {IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# ,0.00} {IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# £,0.00} Note that you mast have a '=' sign in the second field, and the false output (ie "") isn't necessary. -- Message posted via http://www.officekb.com |
#15
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MS Word table - problem with conditional formula
Hi Peterkins,
If you're using a FILLIN field in a mailmerge, you *should* get a prompt for each record, unless you've added the \o switch to the FILLIN field. I didn't see any mention of a mailmerge before your latest post. This raises additional issues, since each merged record will be setting the same bookmark, and (subject to the above), the merged output will end up holding only the last bookmark value. If the FILLIN fields are still there in your merged output, you could use Ctrl-A then F9 to update them all after merging, following which I'd either lock the fields via Ctrl-F11, or permanently convert them to their calculated values via Ctrl-Shift-F9. Cheers "Peterkins via OfficeKB.com" u20492@uwe wrote in message news:5eabff5860a06@uwe... Hi macropod Sorry for the delay in coming back to this forum, but have been rather busy for the last few days. I am sorry to say I am still having great difficulty in resolving this problem. The formula in C2 is now: - {*IF{*CellB2*}=X*{=PRODUCT(EntryFee,1)*}*\#*#0.00} and in C3 a similar formula but with a 2 instead of a 1 after the EntryFee. The contents of B2 are [{*FILLIN*"Enter*X*for*Men's*Singles"\d*}] with a bookmark title of CellB2. A similar Filllin in C2 with Pairs in place of Singles has been bookmarked as CellB3. Running a mail merge first prompts for each of the ASK fields, and then immediately issues 'A field calculation error occurred for record ' for each of the selected records in the source document. The resultant Form Letter has the correct calculation in C2 and C3 (i.e. EntryFee x 1 or x2), but these appear in those cells in EACH of the sections. Since no prompts were issued for the Fillins this is probably not surprising, except that I would have thought that since there is no X in B2 or B3 the formula result would have been 'False' and therefore C2 and C3 should have remained blank. It seems that the Fillin function is not working correctly. At first I thought this might be the cause of the error message, but since I only get one error message per record, and not one for each Fillin for each record I now have my doubts. I would be grateful if you, or anyone else, can identify why this feature is not working. Regards Peter macropod wrote: Hi Peterkins, You can safely delete the \* MERGEFORMAT switch. For the formula, use any of: {IF{Cell2B}= X {=EntryFee*2} \# ,0.00} {IF{Cell2B}= X {=EntryFee*2} \# £,0.00} {IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# ,0.00} {IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# £,0.00} Note that you mast have a '=' sign in the second field, and the false output (ie "") isn't necessary. -- Message posted via http://www.officekb.com |
#16
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MS Word table - problem with conditional formula
Nope. I haven't followed this entire thread so I hope you'll forgive me if
I'm off base. When an Ask of a FillIn field is used in a mail merge, where the box isn't checked to Ask Once, it will be asked each time. Further, where a Ref field is to a bookmark which contains a FillIn field, the Ref field will give the result for each answer in turn. As each merge is performed, the Ref field is unlinked so the reference will reflect each answer rather than only the last one. -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs/ which is awesome! My criminal defense site: http://addbalance.com --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "macropod" wrote in message ... Hi Peterkins, If you're using a FILLIN field in a mailmerge, you *should* get a prompt for each record, unless you've added the \o switch to the FILLIN field. I didn't see any mention of a mailmerge before your latest post. This raises additional issues, since each merged record will be setting the same bookmark, and (subject to the above), the merged output will end up holding only the last bookmark value. If the FILLIN fields are still there in your merged output, you could use Ctrl-A then F9 to update them all after merging, following which I'd either lock the fields via Ctrl-F11, or permanently convert them to their calculated values via Ctrl-Shift-F9. Cheers "Peterkins via OfficeKB.com" u20492@uwe wrote in message news:5eabff5860a06@uwe... Hi macropod Sorry for the delay in coming back to this forum, but have been rather busy for the last few days. I am sorry to say I am still having great difficulty in resolving this problem. The formula in C2 is now: - {*IF{*CellB2*}=X*{=PRODUCT(EntryFee,1)*}*\#*#0.00} and in C3 a similar formula but with a 2 instead of a 1 after the EntryFee. The contents of B2 are [{*FILLIN*"Enter*X*for*Men's*Singles"\d*}] with a bookmark title of CellB2. A similar Filllin in C2 with Pairs in place of Singles has been bookmarked as CellB3. Running a mail merge first prompts for each of the ASK fields, and then immediately issues 'A field calculation error occurred for record ' for each of the selected records in the source document. The resultant Form Letter has the correct calculation in C2 and C3 (i.e. EntryFee x 1 or x2), but these appear in those cells in EACH of the sections. Since no prompts were issued for the Fillins this is probably not surprising, except that I would have thought that since there is no X in B2 or B3 the formula result would have been 'False' and therefore C2 and C3 should have remained blank. It seems that the Fillin function is not working correctly. At first I thought this might be the cause of the error message, but since I only get one error message per record, and not one for each Fillin for each record I now have my doubts. I would be grateful if you, or anyone else, can identify why this feature is not working. Regards Peter macropod wrote: Hi Peterkins, You can safely delete the \* MERGEFORMAT switch. For the formula, use any of: {IF{Cell2B}= X {=EntryFee*2} \# ,0.00} {IF{Cell2B}= X {=EntryFee*2} \# £,0.00} {IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# ,0.00} {IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# £,0.00} Note that you mast have a '=' sign in the second field, and the false output (ie "") isn't necessary. -- Message posted via http://www.officekb.com |
#17
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MS Word table - problem with conditional formula
Thanks Charles,
The situation Peterkins described indicates the ASK field fires repeatedly but the FILLIN field was firing only once. To me, this implies the likely presence of the \o switch on the FILLIN field. As for the impact of the merged output, not having used a FILLIN (or ASK) field in a mailmerge, I wasn't sure how much would survive the merge process. Cheers "Charles Kenyon" wrote in message ... Nope. I haven't followed this entire thread so I hope you'll forgive me if I'm off base. When an Ask of a FillIn field is used in a mail merge, where the box isn't checked to Ask Once, it will be asked each time. Further, where a Ref field is to a bookmark which contains a FillIn field, the Ref field will give the result for each answer in turn. As each merge is performed, the Ref field is unlinked so the reference will reflect each answer rather than only the last one. -- Charles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: http://word.mvps.org/FAQs/ which is awesome! My criminal defense site: http://addbalance.com --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. "macropod" wrote in message ... Hi Peterkins, If you're using a FILLIN field in a mailmerge, you *should* get a prompt for each record, unless you've added the \o switch to the FILLIN field. I didn't see any mention of a mailmerge before your latest post. This raises additional issues, since each merged record will be setting the same bookmark, and (subject to the above), the merged output will end up holding only the last bookmark value. If the FILLIN fields are still there in your merged output, you could use Ctrl-A then F9 to update them all after merging, following which I'd either lock the fields via Ctrl-F11, or permanently convert them to their calculated values via Ctrl-Shift-F9. Cheers "Peterkins via OfficeKB.com" u20492@uwe wrote in message news:5eabff5860a06@uwe... Hi macropod Sorry for the delay in coming back to this forum, but have been rather busy for the last few days. I am sorry to say I am still having great difficulty in resolving this problem. The formula in C2 is now: - {*IF{*CellB2*}=X*{=PRODUCT(EntryFee,1)*}*\#*#0.00} and in C3 a similar formula but with a 2 instead of a 1 after the EntryFee. The contents of B2 are [{*FILLIN*"Enter*X*for*Men's*Singles"\d*}] with a bookmark title of CellB2. A similar Filllin in C2 with Pairs in place of Singles has been bookmarked as CellB3. Running a mail merge first prompts for each of the ASK fields, and then immediately issues 'A field calculation error occurred for record ' for each of the selected records in the source document. The resultant Form Letter has the correct calculation in C2 and C3 (i.e. EntryFee x 1 or x2), but these appear in those cells in EACH of the sections. Since no prompts were issued for the Fillins this is probably not surprising, except that I would have thought that since there is no X in B2 or B3 the formula result would have been 'False' and therefore C2 and C3 should have remained blank. It seems that the Fillin function is not working correctly. At first I thought this might be the cause of the error message, but since I only get one error message per record, and not one for each Fillin for each record I now have my doubts. I would be grateful if you, or anyone else, can identify why this feature is not working. Regards Peter macropod wrote: Hi Peterkins, You can safely delete the \* MERGEFORMAT switch. For the formula, use any of: {IF{Cell2B}= X {=EntryFee*2} \# ,0.00} {IF{Cell2B}= X {=EntryFee*2} \# £,0.00} {IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# ,0.00} {IF{Cell2B}= X {=PRODUCT(EntryFee,2)} \# £,0.00} Note that you mast have a '=' sign in the second field, and the false output (ie "") isn't necessary. -- Message posted via http://www.officekb.com |
#18
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MS Word table - problem with conditional formula
Hi macropod and Charles
First of all I would like to correct a typo in my post above dated 12 April. In the third paragraph, the second FILLIN named CellB3 I stated to be in cell C2, but that should of course read cell B3. Also I should state that I am using the version of Word that comes with MS Office Professional 2000. Regarding your last response, with respect, I would point out that I *did* refer to mail merge in my post which started this thread. Also regarding the switch for the FILLIN’s I showed this in my posts on 07 April and 12 April as \d – i.e. to prompt for *every* record being merged from the source document. It might help if I explain in more detail exactly what I am trying to do. I belong to a bowls club (lawn green *not* ten-pin) some of whose members enter National Competitions. There are four basic competitions (Singles – 1 entrant, Pairs – 2 in a team, Triples – 3 in a team and Fours – 4 in a team) and also age related variants on these. I have a database with columns for the variables – name, address, date of birth etc – and another column in which I put an X to select that particular record for the mail merge. There is a record for each of the single entrants and team leaders with their relevant details. The main document has places amongst the text for the insertion of the relevant mail merge fields and also has a table with a row for each of the competitions. I have an ASK field that prompts *once only* for the for the competition year, and another ASK prompting *once only* for the Entry Fee per person which can vary each year. From a list of names who are entering the competitions I select (with an X) the relevant records in the database. Running the mail merge produces a Form Letter with one section for each of the selected source records. Initially I proposed to key in an X in Column B of each section for the competitions entered by that person or his teams. Then the formula in Column C on finding an X in Column B would calculate the total Entry Fee and when the whole document was updated using F9 the results of the calculation would be seen in Column C. When the formula would not recognise the character X, I posted the problem in this forum and then adopted your suggestion of using FILLIN’s. Once I can get that working properly I will put FILLIN’s in *each* of the Column B cells with appropriate wording for the competition for that row. To know which source record I am at, I would also include in the FILLIN prompt wording the { MERGEFIELD LastName } field. I would then expect to get only one prompt for each of the ASK fields (as I do at present) and ONE prompt for EACH FILLIN for EACH source record as it is merged. If the person is not entering the competition for that FILLIN prompt I would press the space bar (or Enter key?) so a blank would go in Column B. I hope the above will enable you to suggest why I am getting NO PROMPTS AT ALL from the FILLIN’s only an error message about a field calculation error for EACH selected source record. In fact when the formula does the calculations the results are correct, but they are done for EACH source record irrespective of an X or blank in the cells in Column B. If it would help I am willing to forward to you the files for the source and main documents for you to try running the mail merge. If you agree can you give me an address they can be sent to please? Regards Peter Charles Kenyon wrote: Nope. I haven't followed this entire thread so I hope you'll forgive me if I'm off base. -- Message posted via OfficeKB.com http://www.officekb.com/Uwe/Forums.a...ables/200604/1 |
#19
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MS Word table - problem with conditional formula
Hi Peterkins,
The FILLIN field's '\d' switch doesn't cause it to prompt for *every* record being merged - it simply sets a default value which, in the field codes you've posted, is undefined. That's most likely the cause of your problem, since it typically prevents the FILLIN field from prompting for an update. To correct this, you could delete the '\d', though you might prefer to change it to '\d "X"', so that the "X" response becomes the default. Cheers PS: I wasn't saying you hadn't mentioned doing a mailmerge, just that I hadn't *seen* the reference beforehand. "Peterkins via OfficeKB.com" u20492@uwe wrote in message news:5ed211c1b7c8a@uwe... Hi macropod and Charles First of all I would like to correct a typo in my post above dated 12 April. In the third paragraph, the second FILLIN named CellB3 I stated to be in cell C2, but that should of course read cell B3. Also I should state that I am using the version of Word that comes with MS Office Professional 2000. Regarding your last response, with respect, I would point out that I *did* refer to mail merge in my post which started this thread. Also regarding the switch for the FILLIN’s I showed this in my posts on 07 April and 12 April as \d – i.e. to prompt for *every* record being merged from the source document. It might help if I explain in more detail exactly what I am trying to do. I belong to a bowls club (lawn green *not* ten-pin) some of whose members enter National Competitions. There are four basic competitions (Singles – 1 entrant, Pairs – 2 in a team, Triples – 3 in a team and Fours – 4 in a team) and also age related variants on these. I have a database with columns for the variables – name, address, date of birth etc – and another column in which I put an X to select that particular record for the mail merge. There is a record for each of the single entrants and team leaders with their relevant details. The main document has places amongst the text for the insertion of the relevant mail merge fields and also has a table with a row for each of the competitions. I have an ASK field that prompts *once only* for the for the competition year, and another ASK prompting *once only* for the Entry Fee per person which can vary each year. From a list of names who are entering the competitions I select (with an X) the relevant records in the database. Running the mail merge produces a Form Letter with one section for each of the selected source records. Initially I proposed to key in an X in Column B of each section for the competitions entered by that person or his teams. Then the formula in Column C on finding an X in Column B would calculate the total Entry Fee and when the whole document was updated using F9 the results of the calculation would be seen in Column C. When the formula would not recognise the character X, I posted the problem in this forum and then adopted your suggestion of using FILLIN’s. Once I can get that working properly I will put FILLIN’s in *each* of the Column B cells with appropriate wording for the competition for that row. To know which source record I am at, I would also include in the FILLIN prompt wording the { MERGEFIELD LastName } field. I would then expect to get only one prompt for each of the ASK fields (as I do at present) and ONE prompt for EACH FILLIN for EACH source record as it is merged. If the person is not entering the competition for that FILLIN prompt I would press the space bar (or Enter key?) so a blank would go in Column B. I hope the above will enable you to suggest why I am getting NO PROMPTS AT ALL from the FILLIN’s only an error message about a field calculation error for EACH selected source record. In fact when the formula does the calculations the results are correct, but they are done for EACH source record irrespective of an X or blank in the cells in Column B. If it would help I am willing to forward to you the files for the source and main documents for you to try running the mail merge. If you agree can you give me an address they can be sent to please? Regards Peter Charles Kenyon wrote: Nope. I haven't followed this entire thread so I hope you'll forgive me if I'm off base. -- Message posted via OfficeKB.com http://www.officekb.com/Uwe/Forums.a...ables/200604/1 |
#20
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MS Word table - problem with conditional formula
Hi macropod
Phew!! Managed to get it working at last! Having inserted the default "X" after the \ d switch in each of the FILLIN fields the mail merge job works like a dream - well spotted macropod! For any other readers of this thread who may have a similar problem, when closing the main document after the mail merge DO NOT SAVE THE CHANGES, otherwise you will probably find some of the results embedded in that document. I am very grateful to you macropod for your time and patience in getting me sorted out on this problem which was becoming a PITA, but perseverance won in the end. Regards Peter macropod wrote: Hi Peterkins, The FILLIN field's '\d' switch doesn't cause it to prompt for *every* record being merged - it simply sets a default value which, in the field codes you've posted, is undefined. -- Message posted via OfficeKB.com http://www.officekb.com/Uwe/Forums.a...ables/200604/1 |
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