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Multiple employees in a mail merge on the same page

Anonymous
2016-11-04T16:11:26+00:00

Need help with a Microsoft Word Advanced mail merge with multiple employees and their leave hours which they have currently, projected, and need to take or forfeit on the same letter with their respected supervisor.

I have done the basic merge but don't understand how or what and where to input the proper codes to advance the next set of employees and their supervisor and for them all to have their own page so that eventually can email the one document with ALL there employees leave hours.  I'm working with a database of about 300 employee est. and I would say about 50-100 supervisors to have to send letters to showing their staff has these leave hours currently.  I also have inputted the information in a table if that helps the merge or would it hurt me more?

I hope I have explained enough to get a clear answer.

Thank you for help and patience.

Microsoft 365 and Office | Word | For home | Windows

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  1. Paul Edstein 82,861 Reputation points Volunteer Moderator
    2016-11-04T20:51:43+00:00

    You can use Word's Catalogue/Directory Mailmerge facility for this (the terminology depends on the Word version). To see how to do so with any mailmerge data source supported by Word, check out my Microsoft Word Catalogue/Directory Mailmerge Tutorial at:

    http://windowssecrets.com/forums/showthread.php/154370-Microsoft-Word-Catalogue-Directory-Mailmerge-Tutorial

    or:

    http://www.gmayor.com/Zips/Catalogue%20Mailmerge.zip

    The tutorial covers everything from list creation to the insertion & calculation of values in multi-record tables in letters. Do read the tutorial before trying to use the mailmerge document included with it.

    The field coding for this is complex. However, since the tutorial document includes working field codes for all of its examples, most of the hard work has already been done for you - you should be able to do little more than copy/paste the relevant field codes into your own mailmerge main document, substitute/insert  your own field names and adjust the formatting to get the results you desire. For some worked examples, see the attachments to the posts at:

    http://www.msofficeforums.com/mail-merge/9180-mail-merge-duplicate-names-but-different-dollar.html#post23345

    http://www.msofficeforums.com/mail-merge/11436-access-word-creating-list-multiple-records.html#post30327

    http://windowssecrets.com/forums/showthread.php/157725-Word-2010-Merge-from-excel-into-Table-Directory?p=928391&viewfull=1#post928391

    Another option would be to use a DATABASE field in a normal ‘letter’ mailmerge main document and a macro to drive the process. An example of this approach can be found at: http://answers.microsoft.com/en-us/office/forum/office_2010-word/many-to-one-email-merge-using-tables/8bce1798-fbe8-41f9-a121-1996c14dca5d. The output is a table emailed directly to each supervisor.

    The DATABASE field can even be used without recourse to a mailmerge. An example of such usage can be found at: http://www.msofficeforums.com/mail-merge/21847-mail-merge-into-different-coloumns.html#post67097

    Alternatively, you may want to try one of the Many-to-One Mail Merge add-ins, from:

    Graham Mayor at http://www.gmayor.com/ManyToOne.htm; or

    Doug Robbins at http://bit.ly/1hduSCB

    In addition to a 'Many to One' merge, the latter handles:

    • Merge with Charts

    • Duplex Merge

    • Merge with FormFields

    • Merge with Attachments

    • Merge to Individual Documents

    • Merge, Print and Staple

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  2. Doug Robbins - MVP - Office Apps and Services 323.1K Reputation points MVP Volunteer Moderator
    2016-11-04T22:45:44+00:00

    Use the Many to One facility on my Merge Tools Add-in

    You can download the MERGE TOOLS ADD-IN.zip file from the following page of my One Drive:

    http://bit.ly/1hduSCB

    Then extract the files from the archive and read the:

    “READ ME – Setting up and using the Merge Tools Add-in.docx 

    to see how to install and use the various tools.  

    Using those tools, it is possible to perform the following types of merge that cannot be done with Mail Merge “out-of-the-box”:

    • Merge to e-mail messages either with or without attachments, with the documents created by the merge being sent as either Word or PDF attachments or as the body of the e-mail message.
    • Merge to individual documents in either Word or PDF format with the filenames being supplied by the data in one of the fields in the data source
    • Many to One type merges, which can be used for creating documents such as invoices where there are multiple records in the data source that have common data in one of the fields
    • Merging to a document that will include a chart that is unique to each record in the data source
    • Merging a document with Content Controls
    • Merging a document that contains Legacy FormFields
    • Duplex Merges
    • Merging to a printer that will collate and staple the output created from each record in the data source.

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