Mail merge rules

Question

Mail Merge:

In my database that my excel list are formed with are not perfect.  There are over 7000 accounts.  Some have Household Names/Household Salutations and some just a first name and last name.  When running my letters through Word Mail merge sometimes it will say on the Greeting line: Dear Mary & John and sometimes Dear: Blank.  or Address block will say The Smith Family and If not Household name I would like it to say Tom Smith.  Is there a way of making a rule if there is not a Household name or Household salutation to use the first name and last name?

Answer 1

Thank you, I'll read it all and see if I come up with something.  I use a cloud based non profit database and then externally merge list then download using excel into a word template.  The accounts are set up with everyone having their own account then connected by 'Households', with a Household Name 'The Doe Family' and Household Salutation 'Mary & John'.  The problem is that my merge works if they all have a Household or all have just a first and last name but not both.  Just wondering if these flaws are common or if there is a fix.  Thanks for your help.

Answer 2

What is your data source? A word file or a spread sheet?

You have to setup your data with "place holders" for missing info, so that everything slots into place.

This tip gives you "conditional" logic to handle the blanks

CONDITIONAL PROCESSING DURING A MAIL MERGE

http://wordribbon.tips.net/T008176_Conditional_...

Summary: The Mail Merge capabilities can appear limited at first glance. One thing that is often overlooked (and which makes the capabilities more powerful) is the ability to add conditional processing to your merges. Here's how to conditionally control how Word handles merging

This is a long article, it may have an answer to your problem

http://www.msofficeforums.com/mail-merge/21803-...