Mail Merge - List multiple items then page break on unique data from Excel to Word

[jeverett1]

Hello Experts,

I using Word 2013 to mail merge. I have a large list of data (counselor names, student names, scholarships and high schools). I want to mail merge the list so that each counselor gets one letter, but they may have multiple students (unique field is hs_code). I have tried everything I know, reading this forum, consulting with my IT guys and nothing seems to work. Can some one help?

Thank you in advance. I hope to use any code provided that works for multiple projects, this would save me a ton of time in the future.

Example:

Dear Counselor A from High School A,

These students got scholarships:
Joe Smith $1000
Jane Doe $750

Thanks
Justin

{page break}

Dear Counselor B from High School B,

These students got scholarships:
Gerald Wright $1000
Joan Smith $750

Thanks
Justin

{page break} etc.
[TABLE="width: 963"]
<colgroup><col><col><col><col><col><col span="2"><col><col></colgroup><tbody>[TR]
[TD]c_name[/TD]
[TD]f_name[/TD]
[TD]m_name[/TD]
[TD]l_name[/TD]
[TD]sch_type[/TD]
[TD]amt_1_yr[/TD]
[TD]amt_4_yr[/TD]
[TD]hs_code[/TD]
[TD]hs_name[/TD]
[/TR]
[TR]
[TD]Mr. Frank[/TD]
[TD]Caitlin[/TD]
[TD]W[/TD]
[TD]Carlos[/TD]
[TD]Merit Scholarship[/TD]
[TD]$14,500[/TD]
[TD]$58,000[/TD]
[TD="align: right"]123142[/TD]
[TD]Saint Bernard School[/TD]
[/TR]
[TR]
[TD]Mrs. Ashley[/TD]
[TD]Joe[/TD]
[TD]C[/TD]
[TD]Smith[/TD]
[TD]Leadership Scholarship[/TD]
[TD]$2,500[/TD]
[TD]$10,000[/TD]
[TD="align: right"]245896[/TD]
[TD]Catholic High School[/TD]
[/TR]
[TR]
[TD]Mrs. Ashley[/TD]
[TD]Joe[/TD]
[TD]C[/TD]
[TD]Smith[/TD]
[TD]Merit Scholarship[/TD]
[TD]$14,000[/TD]
[TD]$56,000[/TD]
[TD="align: right"]245896[/TD]
[TD]Catholic High School[/TD]
[/TR]
[TR]
[TD]Mrs. Ashley[/TD]
[TD]Jamie[/TD]
[TD]M[/TD]
[TD]Cook[/TD]
[TD]Leadership Scholarship[/TD]
[TD]$11,500[/TD]
[TD]$46,000[/TD]
[TD="align: right"]245896[/TD]
[TD]Catholic High School[/TD]
[/TR]
[TR]
[TD]Mrs. Ashley[/TD]
[TD]Scott[/TD]
[TD]T[/TD]
[TD]Everett[/TD]
[TD]Leadership Scholarship[/TD]
[TD]$2,500[/TD]
[TD]$10,000[/TD]
[TD="align: right"]245896[/TD]
[TD]Catholic High School[/TD]
[/TR]
[TR]
[TD]Mr. Josh[/TD]
[TD]Richard[/TD]
[TD]T[/TD]
[TD]Sample[/TD]
[TD]Merit Scholarship[/TD]
[TD]$14,000[/TD]
[TD]$56,000[/TD]
[TD="align: right"]785489[/TD]
[TD]Ironwood High School[/TD]
[/TR]
[TR]
[TD]Ms. Sam[/TD]
[TD]Kristin[/TD]
[TD]M[/TD]
[TD]Anne[/TD]
[TD]Leadership Scholarship[/TD]
[TD]$8,500[/TD]
[TD]$34,000[/TD]
[TD="align: right"]785489[/TD]
[TD]Ironwood High School[/TD]
[/TR]
[TR]
[TD]Mr. Greg[/TD]
[TD]Dylan[/TD]
[TD]M[/TD]
[TD]Hauer[/TD]
[TD]President Scholarship[/TD]
[TD]$12,000[/TD]
[TD]$48,000[/TD]
[TD="align: right"]254587[/TD]
[TD]Verde High School[/TD]
[/TR]
</tbody>[/TABLE]

 

[Macropod]

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:
Microsoft Word Catalogue/Directory Mailmerge Tutorial | Windows Secrets Lounge
or:
http://www.gmayor.com/Zips/Catalogue Mailmerge.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:
mail merge with duplicate names but different dollar amounts
Access to Word, Creating a list from multiple records
Word 2010 Merge from excel into Table Directory | Windows Secrets Lounge

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/...g-tables/8bce1798-fbe8-41f9-a121-1996c14dca5d
The DATABASE field can even be used without recourse to a mailmerge. An example of such usage can be found at: Mail merge into different coloumns

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

 

[jeverett1]

Thank you! That's a lot to take in, but I look forward to looking through all of it.