How to expand data when mailmerging

[Jane]

The query I have is that I am able to get data off for my excel spreadsheet
from an external data source, names, address's, gender etc. But I'm asked to
produce letters with the words your daughter/ your son, his/her, he/she,
him/her etc. How can I put this into the letters as a mail merge when knowing
the gender, so that I don't have to individually change all letters etc.
What I want it to do is when it is a female, all her other details will come
into the letter also, e.g daughter, her, she, etc. Is this possible and can
you give me step by step instructions on how I can set this up on my computer
so that I have it there all the time? PLEASE!!!!

 

[IanC]

I'm no expert with mail merge, so I don't know if it's possible to enter the
same data in the same document multiple times.

If it is possible, could you add more fields to the data (eg he, son, his...
she, daughter, her, hers etc?

Your wouldn't necessarily need to type all this data into you spreadsheet as
you could populate it with formulae eg =IF(A2="M","son",
IF(A2="F","daughter","")) assuming the gender is in column A.

 

[Jane]

Thank you for this info, but where do I insert the formulae (which cell), if
my gender is in column "C", or do I make further columns for this info to go
in?

 

[IanC]

You need to add new columns. In my example formula you would need to change
the references to A2 to C2.