Word 2010 combining INCLUDEPICTURE and IF

Dynamic Image Display in Word 2010: Combining INCLUDEPICTURE and IF Fields

Learn how to conditionally display images in Word 2010 documents using a powerful combination of INCLUDEPICTURE and IF fields, perfect for mail merge and automated document generation.

Microsoft Word 2010 offers robust field codes that allow for dynamic content generation. A common challenge, especially in mail merge scenarios, is to conditionally display images based on data. For instance, you might want to show a 'logo A' if a certain condition is met, or 'logo B' (or no logo at all) otherwise. This article will guide you through combining the INCLUDEPICTURE field with the IF field to achieve this powerful functionality.

Understanding the Core Fields: IF and INCLUDEPICTURE

Before diving into the combination, let's briefly review the two primary field codes we'll be using:

• IF Field: This field allows you to perform conditional logic. Its basic syntax is IF Expression Operator Value "TrueText" "FalseText". If the Expression meets the Value according to the Operator, it displays TrueText; otherwise, it displays FalseText.

• INCLUDEPICTURE Field: This field inserts a picture from a specified file path. Its basic syntax is INCLUDEPICTURE "FilePath" \* MERGEFORMAT. The \* MERGEFORMAT switch ensures that the picture retains its formatting during updates.

The key to dynamic image display is to embed the INCLUDEPICTURE field within the IF field's TrueText or FalseText arguments. This way, the image is only included if the IF condition evaluates to true.

flowchart TD
    A[Start Mail Merge/Document Generation]
    B{Evaluate IF Condition?}
    B -- Yes --> C[Condition Met]
    C --> D[Insert INCLUDEPICTURE Field]
    D --> E[Display Image]
    B -- No --> F[Condition Not Met]
    F --> G[Display Alternate Text/Nothing]
    E --> H[End]
    G --> H[End]

Workflow for Conditional Image Display using IF and INCLUDEPICTURE

Constructing the Conditional Image Field

The general structure for conditionally including an image looks like this:

{ IF "{ MERGEFIELD YourConditionField }" = "DesiredValue" "{ INCLUDEPICTURE \"C:\\Path\\To\\Image1.jpg\" \\* MERGEFORMAT }" "{ INCLUDEPICTURE \"C:\\Path\\To\\Image2.jpg\" \\* MERGEFORMAT }" }

Let's break down the components:

1. Outer IF Field: This is the main conditional logic.
2. MERGEFIELD YourConditionField: This is a placeholder for your mail merge field that contains the value you want to check (e.g., a field named Status or ProductType).
3. "DesiredValue": The specific value you are comparing against (e.g., "Active", "Premium").
4. "TrueText": If the condition is true, this part is executed. Here, we embed an INCLUDEPICTURE field pointing to Image1.jpg.
5. "FalseText": If the condition is false, this part is executed. Here, we embed another INCLUDEPICTURE field pointing to Image2.jpg. You could also use "" (empty quotes) to display nothing if the condition is false.

Important Note on Paths: Notice the double backslashes (\\) in the file paths. This is crucial because a single backslash is an escape character in Word field codes. You must escape each backslash in your path. Also, the quotes around the INCLUDEPICTURE field's path must be escaped with a backslash (\") because they are nested within the IF field's string arguments.

{ IF "{ MERGEFIELD ProductType }" = "Premium" "{ INCLUDEPICTURE \"C:\\Images\\PremiumLogo.png\" \\* MERGEFORMAT }" "{ INCLUDEPICTURE \"C:\\Images\\StandardLogo.png\" \\* MERGEFORMAT }" }

Example: Displaying different logos based on 'ProductType' field.

Handling No Image Scenario

Often, you might want to display an image only if a condition is met, and nothing otherwise. This is easily achieved by leaving the FalseText argument of the IF field empty, or by providing an empty string "".

{ IF "{ MERGEFIELD HasSignature }" = "Yes" "{ INCLUDEPICTURE \"C:\\Signatures\\UserSignature.png\" \\* MERGEFORMAT }" "" }

In this example, if the HasSignature field is "Yes", the signature image will be included. Otherwise, nothing will be displayed in its place.

{ IF "{ MERGEFIELD HasSignature }" = "Yes" "{ INCLUDEPICTURE \"C:\\Signatures\\UserSignature.png\" \\* MERGEFORMAT }" "" }

Example: Conditionally including a signature, or nothing.

1. Step 1: Prepare Your Data Source

Ensure your mail merge data source (e.g., Excel spreadsheet) contains a column that will dictate the image choice (e.g., ProductType, Status, HasSignature).

2. Step 2: Insert the Outer IF Field

In your Word document, press Ctrl + F9 to insert an empty field code {} . Inside these braces, type IF "" = "" "" "". This sets up the basic IF structure.

3. Step 3: Insert the MERGEFIELD

Place your cursor between the first set of empty quotes "" in the IF field. Press Ctrl + F9 again to insert another field code {} . Inside these new braces, type MERGEFIELD YourConditionField (replace YourConditionField with the actual name from your data source). Your field should now look like { IF "{ MERGEFIELD YourConditionField }" = "" "" "" }.

4. Step 4: Define the Comparison Value

Replace the second set of empty quotes "" with the value you want to compare against, e.g., "Premium". The field becomes { IF "{ MERGEFIELD YourConditionField }" = "Premium" "" "" }.

5. Step 5: Insert the INCLUDEPICTURE for True Condition

Place your cursor between the third set of empty quotes "". Press Ctrl + F9 to insert another field code {} . Inside these braces, type INCLUDEPICTURE \"C:\\Path\\To\\TrueImage.jpg\" \\* MERGEFORMAT. Remember to escape backslashes and inner quotes. The field now looks like { IF "{ MERGEFIELD YourConditionField }" = "Premium" "{ INCLUDEPICTURE \"C:\\Path\\To\\TrueImage.jpg\" \\* MERGEFORMAT }" "" }.

6. Step 6: Insert the INCLUDEPICTURE for False Condition (Optional)

If you need a different image for the false condition, repeat Step 5 for the last set of empty quotes. If you want no image, leave it as "".

7. Step 7: Toggle Field Codes and Update

Press Alt + F9 to toggle between field codes and their results. To update the fields and see the images (or placeholders), select the entire document (Ctrl + A) and press F9.