Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Checkboxes in a Merged Document.
Written by Allen Wyatt (last updated March 27, 2024)
This tip applies to Word 2007, 2010, 2013, and 2016
Saul has to do a merge where the merge document contains a series of checkboxes. He would like the checkboxes to have checkmarks in them based on a Y or N in the data source being merged.
This is relatively easy to do, if you know how to create the merge field that will do the checkboxes. For example, let's say that the field in the data source that will contain the Y or N designation is called "checkbox". You could create a merge field similar to the following:
Please Note:
This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here:
{ IF { MERGEFIELD checkbox }= "Y" "A" "B" }
To make the field do what you want, you need to replace the A and B characters with, respectively, a checked checkbox and an unchecked checkbox. There are a variety of these that you can use, all accessible by the Insert Symbol dialog box. Just insert the characters in place of A and B in the above, and you should get the desired characters when you perform the actual merge.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10899) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: Checkboxes in a Merged Document.
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2021-11-01 12:49:47
Mike
Wait it does work as per this articles instructions! Just have to be exact when doing your brackets, by using ctl+F9
2021-11-01 12:38:28
Mike
This does not work, as per your key word "Should." thank you though.
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