How to include tables in Mail Merge using hyperlinks

[Paulo_13]

I'm creating an automated report in Word which will enable someone to enter data (based on several observations from different sites) into excel, and then create a report summarizing this information from a template Word document. The Word document has been created and Mail Merge has been used to place percentages and specific text in certain parts of the document. All of this functions without any problem. The snag comes when trying to format tables in the Word document.

Each table has two columns: The first column ("Item") contains text explaining what was observed; the second column ("Results") contains a colour according to this legend:

• 3 = Green cell = Present;
• 2 = Yellow cell = Sometimes Present;
• 1 = Red cell = Never present.

The table in Word has been copied into Excel. The contents of the "Results" column are linked to the data found in the Worksheet used for Mail Merge. The colour is then created using Conditional formatting.

The problem is that Mail Merge does not import formatting. Thus, the colour does not pass from Excel to Word. Since Word does not have conditional formatting, I've had to use a different approach. Using hyperlinks has proven most successful for keeping the formatting of the tables when exporting in Word.

The contents of the Column "Results" is linked to another Worsheet (where the data is entered). However, the tables do not automatically update everytime Mail Merge treats another case (that is to say, a row of data). The table remains the same for every case.

So, this is what I need to know:

1. How can the data from one case be updated in each table everytime Mail Merge treats a new case?

I'm not sure if this is clear. Let me know if you need any additional details.

Thanks!

Paul