Word 2010 Mail Merge + Internal Numbering

Hi Doug,

Thanks for your response. I can updated the document after the merge, however, my goal is to have it work as a process of the merge so no editing has to be done after - the document will be pushed out to a group of people, and I'd like to ensure they don't have any editing responsibilities post merge.

With that being said, the paragraph numbers are merging out correctly - no need to update in the final merged document. However, I'm still looking for a way to automatically insert the internal paragraph numbering - maybe that is not the correct term.

I will attempt to provide an example, using random text from word. My Paragraphs are set up as below, with numbering for each paragraph. You can see paragraph 3 is in italics - this is because I may or may not include this text. If not included, the paragrah numbers on the left, automatically re-number to show that this paragraph has been omitted in the final merged document. What I need is to find a way for the "See Paragraph 4" section to automatically update - if paragraph 3 is not included, the in-paragraph text should state "See Paragraph 3" because what appears as paragraph 4 currently, we re-number to paragraph 3 if the text for paragraph 3 (in italics) is not included:

1. On the Insert tab, the galleries include items that are designed to coordinate with the overall look of your document. You can use these galleries to insert tables, headers, footers, lists, cover pages, and other document building blocks. When you create pictures, charts, or diagrams, they also coordinate with your current document look.
2. You can easily change the formatting of selected text in the document text by choosing a look for the selected text from the Quick Styles gallery on the Home tab. You can also format text directly by using the other controls on the Home tab. Most controls offer a choice of using the look from the current theme or using a format that you specify directly.
3. To change the overall look of your document, choose new Theme elements on the Page Layout tab. To change the looks available in the Quick Style gallery, use the Change Current Quick Style Set command. Both the Themes gallery and the Quick Styles gallery provide reset commands so that you can always restore the look of your document to the original contained in your current template.
4. On the Insert tab, the galleries include items that are designed to coordinate with the overall look of your document. You can use these galleries to insert tables, headers, footers, lists, cover pages, and other document building blocks. When you create pictures, charts, or diagrams, they also coordinate with your current document look.
5. You can easily change the formatting of selected text in the document text by choosing a look for the selected text from the Quick Styles gallery on the Home tab. You can also format text directly by using the other controls on the Home tab. Most controls offer a choice of using the look from the current theme or using a format that you specify directly (See Paragraph 4).
6. To change the overall look of your document, choose new Theme elements on the Page Layout tab. To change the looks available in the Quick Style gallery, use the Change Current Quick Style Set command. Both the Themes gallery and the Quick Styles gallery provide reset commands so that you can always restore the look of your document to the original contained in your current template.

Again, I'm not sure if this is possible to do or not.

Thanks!

-Michelle

Hi Michelle,

Can you send me a copy of your mail merge main document so that I can see how you are handling the paragraph numbering and try and find a way to handle the cross reference.

Hi Doug,

Unfortunately, the document itself contains confidential information that I cannot distribute.  I'm simply using a numbered list for the paragraphs - one continuous list throughout the document.

Does this help?

Thanks,

Michelle

Exactly how do you have the conditional fields setup to maintain the paragraph numbering?

It would really be easiest if you dumbed down the document to remove the confidential information, or apply that conditional numbering to the document containing random text as in your response of December 17 and send that to me so that I know EXACTLY how you have the document setup.

Hi Doug,

My apologies for my delayed response. Unfortunately, I'm not able to send you a dumbed down version of the document. I can say that I've created the document from scratch, and used the "Insert Ordered List" function to number the paragraphs. The same process I would use for a non-mail merge document. As I typed the IF rules as I went, I didn't run into any problems with the numbers not auto-updating after the merge has been completed (to a separate document). I did notice that I couldnt' insert numbers after the IF rules were alread in place - the merge wouldn't carry them over to the final document.

I understand if you are unable to assist due to my inability to send the document to you.

Thanks,

Michelle

I do not know of (Google provides no hits for) an "Insert Ordered List" function in Word.

Surely you can create a document, using text that is of no consequence, that is set up in the same way so that you can share it.

That is the only way that someone will be able to help you.