Grouping rows in Email merge

[kstone93]

Hi, I work in the IT department at a College. We have a program called SIMS which keeps track of all the data on our students and staff. One tool it has is that it keeps track of all staff absenses and spits them out in a spreadsheet when we demand it. We then email merge this off to inform staff of their absenses during the term.

The problem that I am faced with is that if a member of staff has more than one absense it will send them an email per absense, as it is a seperate row. I wondered if there was a way that the email merge can scan for repeated email address and send all the information in just one email?

The spreadsheet is churned out in this format:

As you can see Sue Smith has had two absenses, but this would send as two seperate emails.

Any help would be greatly appreciated.

Many thanks,

Karl

 

[kstone93]

Can anybody help me?

 

[John_w]

You could do this with a Directory mail merge (I'm assuming you use Word to do the mail merge). See http://cornell.veplan.net/article.aspx?&a=3815 and http://support.microsoft.com/kb/294686/

With this method your data must be sorted by the email column (or employee no.) so that records for the same person are listed together.