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Merge tips for multi-page documents
Related pages -
Setting
up a mail merge (Corel Tutorial)
Merging multiple-page
letters using letterhead paper for page 1 and plain paper for
subsequent pages.
Merging multiple-page
documents so that formatting is identical from record to record.
Page numbering, footnote/endnote
numbering, and spacing in multi-page form documents.
See also Print your letterhead page from one printer
tray, and second and subsequent pages from another tray for
explicit information. |
Most of the information below comes under
the heading, "Be sure to explicitly set your format
and pagination codes at the top of the form document."
That way, when the second and subsequent documents in the merge
queue are merged, any changes to formatting or pagination in
the middle of a document will be reset to their (user-defined)
defaults for each document before it is merged with your
data.
Examples
A user on a Corel newsgroup
asked:
"I'm trying to merge
print a two-page letter where page one is printed on letterhead
pulled from one bin while page two is printed on plain paper
pulled from a second bin."
Debra Earle (Corel C_Tech)
replied with this tip:
". . . it seems to me
that you simply need to put an explicit paper size/type at the
top of the first page [of the merge form], rather than relying
on the default document style, and then [a] delay code for the
second page to change the page type."
The explicit paper size/type
for Page 1 of the merge form letter can be entered by going to
the top of the page, then clicking Format, Page, Page Setup and
then (under the Size tab) choosing the page setup for your printer's
letterhead tray.
The delay code can be entered
on Page 1 with Format, Page, Delay Codes, 1, OK. Then in the
Define Delayed Codes window that is now onscreen, use Format,
Page, Page Setup to choose your second page's setup from the
list. Click OK, then click Close to close the Define Delayed
Codes window and return to the main merge form document.
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A user on the WordPerfect
Universe asked:
"I am trying to merge
a three-page document. The .frm document has a Header (with Subject:,
From: and To, a Footer (with page number). The merging is on
done on name, address, etc.
How do get the formatting
of all three pages identical from record to record? That is to
say, after each record the margins should be re-set, the headers
and footers should be re-set and the page number should be re-set
to 1."
Seth Katz answered:
"You need to include
any 'resetting' formatting (page number, margins, etc.) at the
top of the first page of the form, even if they are not needed
on the first page, since they will be needed on subsequent instances
of that page in the merged document. WP will normally delete
any 'redundant' codes (e.g., the code setting the page number
to [1] on the first page); but it will not do so if you have
the merge toolbar displayed (i.e., if the document has been identified
as a merge form).
If you try to do this in a
regular document, the 'resetting' formatting will disappear.
You can get around this by either including the 'resetting' formatting
in a style and applying the style at the beginning of the document,
or by setting dummy different formatting in the [initial] document
style [by double-clicking the [Open Style] code in Reveal Codes,
at the very top of the document], then changing the formatting
to what you want at the top of the first page. Since these formatting
codes are no longer redundant, they will not be automatically
deleted."
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A user on WordPerfect
Universe asked:
My .frm [i.e., form document]
has four (4) pages and are numbered. When I merge, I end up with
the pages numbered as it if is one document -- which I realize
it technically is, but I need it to be numbered ... 1,2,3,4 ...
1,2,3,4 ...
My answer:
"From the Corel support
database (http://support.corel.com), Answer ID 203229 [which, though
it applies to WordPerfect 9, should work in other versions]:
|
"How to set Page Numbering in a Multiple
Page Merge Document for WordPerfect® 9
Details
When merging information to
a form file containing Page Numbering, a Page Numbering code
is needed at the top of the first page in order to restart each
copy of the merged document with page number one. The Page Number
Set code cannot be placed on the first page of the form file
because the first page is already page one and the program is
designed to remove unnecessary (duplicate) codes.
Answer
The workaround is to force
the page number, in the Document Initial Codes, to a value that
is not equal to 1 and then reset it back to 1 on the first page
of the form file. The following instructions will force each
of the merged forms to start over with page one.
1. Place the insertion point
at the top of the form file. Click on Format , Styles , Document
Styles
2. Select Edit
3. Select Format, Page, Numbering, Set Value.
4. Change the 1 to a number higher than the number of pages in
your form file. (If you have 3 pages in your form file, you will
want to set the number to 4 or higher [such as 99]).
5.
Select Apply, OK, OK, OK, Insert.
6. Now put the insertion point at the top of the first page of
the form file. Click on Format , Page, Numbering , Set Value
and set the value to 1.
7. Select Apply, OK, OK
8. Save the form file and perform merge." |
If you are using numbering
inside headers or footers, you'll probably want to remove the
[Pg Num Pos] code in the Styles Editor during Step 5, leaving
just the [Pg Num Set] code. (Or, when you are in the Page Numbering
Styles Editor, change the 'Position:' drop list selection to
'No Page Numbering'; no [Pg Num Pos] code will be inserted.)
Page numbering will then be accomplished by the page number code
you will have inserted into the header or footer -- justified
as needed -- with Format, Page, Insert Page Number (or just press
<Ctrl+P> ). ...
... the 'Details' paragraph
from the Corel article gives an explanation of why the workaround
works. The program is designed to remove any extra [Pg Num Set]
code that you would (normally) have inserted when trying to set
that page number to '1' with Format, Page, Numbering, Set Value.
So the workaround first 'tricks'
WP into thinking that the current page number is '10' (or whatever
higher value you set it to in Step 4). Next, it 'sees' the new
[Pg Num Set] code at the top of the body text area of the document
(which has been set to a value of '1'), so it uses that value
for the current page. The last code takes precedence in this
case.
It makes sense if you think
of WP as 'stream-oriented.' That is, most formatting starts at
one location in the 'stream' of characters and codes and continues
until replaced or discontinued by another, relevant code. (Hence
the reason why Reveal Codes is so valuable in troubleshooting
formatting in WP.)"
Footnote numbering, endnote numbering,
line spacing and paragraph spacing:
At least one user reported
that this "hide-a-code" trick works to reset footnote
numbers to "1" at the top of a multi-page document.
(Curiously it is not necessary with endnotes, which allow
you to force a value of "1" at the top of a document.)
It should also work for Line
Spacing (Format>Line>Spacing) and Paragraph Spacing
(Format>Paragraph>Format), as well as for any feature where
you can't (normally) set the value to "1" at the top
of a document to force the merge to start with the minimum (number)
value.
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