hiding whole cells, not just the information....

hi, i really don't know which forum this would go under, maybe you could direct me where to put it.

I have an address book in excel with some extra information that lists clubs that my entries are in and meeting dates for specific members. when a specific date approaches, I have a word document that has blank fields that auto populate from the information in excel (address field, name field, meeting date field, club name field, etc...)

what currently happens now is that if someone is in multiple clubs, they receive 1 letter for each club. in the excel sheet, is there a way to list multiple club names on one row but using only one cell (or is as easily remedied as listing multiple clubs in once cell separated by a comma or semicolon)? kind of like a drop down menu when you hover your mouse over the cell or click on the cell? so that on the word document, instead of getting 5 newsletters for 5 clubs, I can have one newsletter go to one member with another empty field that populates if they belong to multiple clubs?

does this make any sense?

wow Ford, you fast, boss! ok i'll attach a dummy sheet. as an extra, is this the correct forum for that question or does it go somewhere else?

You rock Ford.

Ok in the attached file (address dummy list), there would be a total of 7 newsletters mailed out. is there a way to consolidate bob into once line and josh into one line and somehow hide the multiple clubs, floor, room, leader, meet time (and just have one option show as their main club, room, leader, meet time so that bobs info shows all in just one row but still have each of those clubs, floors, rooms, leaders, meet time be reported in their own cells so i can reference them in other excel sheets and what not?

sorry. i only know the basic definition of what a pivot table is. i don't even know how to make one but I don't know if that would help. maybe i'm making it more complicated that I should. maybe i should just change the size of the extra rows to just 1.....