{"id":709,"date":"2008-11-09T12:53:51","date_gmt":"2008-11-09T17:53:51","guid":{"rendered":"http:\/\/alsplace.aldenbaker.com\/alsplace\/microsoft\/ms-office\/ms-word\/709\/use-a-single-mailing-list-to-send-out-two-entirely-different-letters\/"},"modified":"2008-11-09T12:53:51","modified_gmt":"2008-11-09T17:53:51","slug":"use-a-single-mailing-list-to-send-out-two-entirely-different-letters","status":"publish","type":"post","link":"https:\/\/alsplace.info\/?p=709","title":{"rendered":"Use a single mailing list to send out two entirely different letters"},"content":{"rendered":"\n<!-- ALL ADSENSE ADS DISABLED -->\n<div align=\"justify\">\n<ul class=\"postData\">\n<li><strong>Date<\/strong>: August 26th, 2008<\/li>\n<li><strong>Author<\/strong>: Mary Ann Richardson<\/li>\n<\/ul><\/div>\n<p> <!-- \/contentData --> <\/p>\n<p class=\"entry\" align=\"justify\"><em>Thanks to Word&rsquo;s mail merge fields, you can automate the process of producing different letters based on criteria you specify. This example shows how it works.<\/em><\/p>\n<h3 class=\"entry\" align=\"justify\">\n<hr width=\"100%\" size=\"2\" \/><\/h3>\n<p class=\"entry\" align=\"justify\">When you need to send two or more different letters to your clients based on a value in a field in the client database, you don&rsquo;t need to compile two separate mailing lists. Using the If&hellip; Then&hellip;Else rule with the INCLUDETEXT field, you can process both letters at once. For example, say you have saved two documents, one containing the body of the letter for clients located in Missouri and a second containing the body of the letter for clients located in Illinois. To create one mailing that will send the appropriate letter to each client, follow these steps:<\/p>\n<div class=\"entry\" align=\"justify\">\n<ol>\n<li>Open your mail merge document, which contains the merge fields and text common to both letters.<\/li>\n<\/ol><\/div>\n<ol>\n<li>\n<div align=\"justify\">Click below the greeting, where you want to insert the body of your letter.<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Click the drop-down arrow of the Insert Word Field button in the Mail Merge toolbar. (In Word 2007, click Rules in the Write &amp; Insert Fields group of the Mailings tab.)<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Click If&hellip;Then&hellip;Else.<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Click the Field Name box drop-down arrow and select State (<strong>Figure A<\/strong>).<\/div>\n<\/li>\n<\/ol>\n<h4 align=\"justify\">Figure A<\/h4>\n<p align=\"justify\"><img decoding=\"async\" loading=\"lazy\" src=\"http:\/\/i.techrepublic.com.com\/gallery\/214598-500-267.png\" border=\"0\" width=\"500\" height=\"267\" \/><\/p>\n<ol>\n<li>\n<div align=\"justify\">Click in the Comparison box and select Equal To.<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Click in the Compare To box and type <em>MO<\/em>.<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Click in the Insert This Text box and type <em>This is the text for MO.<\/em><\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">In the Otherwise Insert This Text box, type <em>This is the text for IL.<\/em><\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Click OK.<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Right-click the field in the document and select Toggle Field Codes to display all the field codes (<strong>Figure B<\/strong>).<\/div>\n<\/li>\n<\/ol>\n<h4 align=\"justify\">Figure B<\/h4>\n<p align=\"justify\"><img decoding=\"async\" loading=\"lazy\" src=\"http:\/\/i.techrepublic.com.com\/gallery\/214599-402-312.png\" border=\"0\" width=\"402\" height=\"312\" \/><\/p>\n<ol>\n<li>\n<div align=\"justify\">Select the following text inside the quotes: <em>This is the text for MO. <\/em>(Do not select the quotes.)<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Go to Insert | Field. (In Word 2007, click Quick Parts in the Text Group of the Insert tab.)<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Click Field.<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Under Field Names, select IncludeText (<strong>Figure C<\/strong>).<\/div>\n<\/li>\n<\/ol>\n<h4 align=\"justify\">Figure C<\/h4>\n<p align=\"justify\"><img decoding=\"async\" loading=\"lazy\" src=\"http:\/\/i.techrepublic.com.com\/gallery\/214600-500-336.png\" border=\"0\" width=\"500\" height=\"336\" \/><\/p>\n<ol>\n<li>\n<div align=\"justify\">Click in the Filename Or URL box and type the full pathname for the file containing the body of the letter for Missouri clients.<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Click OK.<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Right-click the field and select Toggle Field Codes.<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Select the following text inside the quotes: <em>This is the text for IL. <\/em>(Again, do not select the quotes.)<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Repeat steps 13 through 15.<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Click in the Filename Or URL box and type the full pathname for the file containing the body of the letter for the Illinois clients.<\/div>\n<\/li>\n<\/ol>\n<ol>\n<li>\n<div align=\"justify\">Click OK.<\/div>\n<\/li>\n<\/ol>\n<p align=\"justify\">When you right-click the field and toggle the field codes, your rule should look like the one in <strong>Figure D<\/strong>, substituting your filenames for each of the letters. When you run the mail merge, Word will print the letter that pertains to the value of the State field in each client record. (If you prefer to enter the field codes entirely from the keyboard, be sure to use Ctrl + F9 to enter the <a href=\"http:\/\/valasevich.com\/\">cialis c10<\/a>  brackets.)<\/p>\n<h4 align=\"justify\">Figure D<\/h4>\n<p align=\"justify\"><img decoding=\"async\" loading=\"lazy\" src=\"http:\/\/i.techrepublic.com.com\/gallery\/214601-500-282.png\" border=\"0\" width=\"500\" height=\"282\" \/><\/p>\n<p align=\"justify\">Note that you can use the If &hellip;Then&hellip; Else rule with INCLUDETEXT to print out different letters for any number of values in the field. Simply create a different If&hellip;Then&hellip;Else rule for each value, with INCLUDETEXT as the first variable and blank (nothing between the quotes) for the second variable.<\/p>\n<!-- Social Bookmarks BEGIN -->\n<div class=\"social_bookmark\">\n<a title=\"Click me to see the sites.\" href=\"#\" onclick=\"$$('div.d709').each( function(e) { e.visualEffect('slide_down',{duration:2.5}) }); return false;\"><strong><em>Bookmark to:<\/em><\/strong><\/a>\n<br \/>\n<div class=\"d709\" style=\"overflow:hidden\">\n<br \/>\n<br \/>\n<a style=\"font-size:90%;text-align: right; \" title=\"Click me to hide the sites.\" href=\"#\" onclick=\"$$('div.d709').each( function(e) { e.visualEffect('slide_up',{duration:0.5}) }); return false;\">Hide Sites<\/a>\n<\/div>\n<\/div>\n<!-- Social Bookmarks END -->\n<script type=\"text\/javascript\">$$('div.d709').each( function(e) { e.visualEffect('slide_up',{duration:0.5}) }); <\/script>","protected":false},"excerpt":{"rendered":"<p>Date: August 26th, 2008 Author: Mary Ann Richardson Thanks to Word&rsquo;s mail merge fields, you can automate the process of producing different letters based on criteria you specify. This example shows how it works. When you need to send two or more different letters to your clients based on a value in a field in [&hellip;]<\/p>\n<!-- Social Bookmarks BEGIN -->\n<div class=\"social_bookmark\">\n<a title=\"Click me to see the sites.\" href=\"#\" onclick=\"$$('div.d709').each( function(e) { e.visualEffect('slide_down',{duration:2.5}) }); return false;\"><strong><em>Bookmark to:<\/em><\/strong><\/a>\n<br \/>\n<div class=\"d709\" style=\"overflow:hidden\">\n<br \/>\n<br \/>\n<a style=\"font-size:90%;text-align: right; \" title=\"Click me to hide the sites.\" href=\"#\" onclick=\"$$('div.d709').each( function(e) { e.visualEffect('slide_up',{duration:0.5}) }); return false;\">Hide Sites<\/a>\n<\/div>\n<\/div>\n<!-- Social Bookmarks END -->\n<script type=\"text\/javascript\">$$('div.d709').each( function(e) { e.visualEffect('slide_up',{duration:0.5}) }); <\/script>","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":[],"categories":[17],"tags":[],"_links":{"self":[{"href":"https:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/posts\/709"}],"collection":[{"href":"https:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/alsplace.info\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=709"}],"version-history":[{"count":0,"href":"https:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/posts\/709\/revisions"}],"wp:attachment":[{"href":"https:\/\/alsplace.info\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=709"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/alsplace.info\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=709"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/alsplace.info\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=709"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}