It won't work because you haven't inserted what I suggested which is:

{Mergefield Last_name}
{Mergefield Address}
{Mergefield Address_2}
{City}{IF{Mergefield Address_2} = "" "Press enter here!
"}

What you have told Word to do is print the address twice then if address_2
is empty do nothing?
remove one set of fields and press enter where indicated between the quotes.
It is this that creates the extra line.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org





donna wrote:
Graham,

I tried that and it didn't work. I had the address formatted from
"more items", then immediately under it I typed what your said using
cntl F9 for the field boundry pairs:
((Last_name))
((Address))
((Address_2))
((city))
{Mergefield Last_name}
{Mergefield Address}
{Mergefield Address_2}
{City}{IF{Mergefield Address_2} = "" ""}

I also tried just using the {IF{..... without the preceding
{Mergefiled statements

It didn't add the additional line under the city on addresses that
only had 1 address line.


"Doug Robbins - Word MVP" wrote:

See response to your latter post. Do not use a column layout. If
you insert the merge fields into the cells of a one row table, with
a Next Record field before the first mergefield in the second
cell, the first line of each record will line up correctly.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

"donna" wrote in message
...
I think we are getting closer. It is filling the gap for me, which
I want. I need the extra blank line below City, Sate. So if I have
two names adjacent
to each other one with 1 address line and the other with 2 address
lines. The person with one address line will have 2 blank lines
before the next name
in that column, while the other person will have 1 blank line below
city, State before the next name in that column.
"Graham Mayor" wrote:

Forget all about tables - you are on the right track.

I think what you are saying is that some records don't have
Street2 and Word
closes up the gap? In that case you need to put something on the
line in place of the field to maintain the spacing.
A conditional field to place a space when there is no data should
do the trick eg
Press CTRL+F9 for each of the field boundary pairs and type the
rest - ALT+F9 toggles between the views.

If it is Street2 that is sometimes empty, then at the end of the
last line
of your field entries for each record insert
{IF{Mergefield Street2} = "" "
"}

thus something along the lines of

{Mergefield Name}
{Mergefield Street1}
{Mergefield Street2}
{Mergefield City}
{Mergefield State}{Mergefield Zip}{IF{Mergefield Street2} = "" "
"}


--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org


This will force an extra line between the records when Street2 is
empty, but
is ignored when it has content

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org



donna wrote:
I still don't understand. I go into mail merge. I select
"directory" as the document. At select recipients, I select my
excel file by clicking on "browse". A window comes up that says
"select Table" I click on the first one, "test$". It displays
my file, I click OK. I click on the "colum" button up top and
click on 2 columns. I then click "arrange your directory", "more
items" and select the fields I need. I then arrange them so
each field is under the previous one( name on top, street, street
2, then city etc on bottom.)_Next I highlight "name, street and
street 2. I then go into "format" and select "paragraph" then
"lines and page breaks" . I click on "keep lines together" and
"keep with next". Non of the other options in "pagination" are
selected. Then I click "OK" I then place the cursor immediately
after "city" and hit enter twice(so it will skip before the next
name. Then I click on "Preview your directory", "complete your
merge" then "to new document".

The problem is that if someone has 2 address lines, and the name
adjacent
to them in the 2nd column has 1 address line, the the subsequent
names in each column are not aligned on the same line. The 2nd
name in column 1 will be one line lower then the 2nd name in
column 2. In the following example I want John Smith and Barbara
Smith to be on the same line.

ie.
Jane Doe John doe
123 main st 456 Main St
box 3 lincoln, NB
lincoln, NB
Barbara Smith
John Smith 555 main st
444 main st lincoln NB
lincoln NB

So, I think you are telling me to do something with a table. But
I'm confused there. I click on "table" at several times during
the merge process, but I can't seem to figure it out. Most of
the time most of the options in "table" are not even highlighted,
which I think means I don't have a table. I don't know how to
create a table, and once I have one I don't know what to do with
it.

Please instuct me giving each step in detail(telling me what to
click and when). I've never worked with "table" before.

Thanks for all of your time!!
donna
"Graham Mayor" wrote:

The Excel file already is a table. The link was merely to show
what the format of the table should look like in order fopr it
work as a data source.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org


donna wrote:
I tried comvertingthe excel file to a table but I couldn't do
it. I had no idea what the instructions were talking about
inwww.gmayor.com/convert_labels_into_mail_merge.htm.

Can anyone else help?

"Graham Mayor" wrote:

For some basic information on merging - see
http://www.gmayor.com/mail_merge_lab...th_word_xp.htm
Labels are arguably the most complex merges, but all merges are
essentially similar.

Doug is talking about setting the merge document type to
Directory with your merge fields in the columns of a single
row table. Merging such a document will produce a table,
similar to that shown in
http://www.gmayor.com/convert_labels...mail_merge.htm

How easy it will be to create the type of directory you want
will be largely determined by the number of fields you have in
your Excel file to depict the addresses. You need a column
there for each line of the address, whether or not it has
content.

If you set up your merge document as having two columns, and
set the document type to directory. Insert the fields for a
single entry at the top of the first column then merge to a
new document. That document will have all the addresses in two
columns. You can now add supplementary information to produce
the document you intend.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org


What fields do you have in your Excel table that you are using
for a data source?

donna wrote:
Thanks Doug. I've never used a tqable before. How do I get
the fields into the table? I am getting my data from an
Excel file. This is all foreign to me so I need basic
instructions.

Also, in the future, how do I start a new thread. I think I
should have done that for my question, but I didn't know how.
Donna

"Doug Robbins - Word MVP" wrote:

Put the merge fields in the cells of a one row table with
nothing else in the main document. Then when you execute
the merge to a new document you will get the layout that you
want.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail
yourself of my services on a paid consulting basis.

Doug Robbins - Word MVP

"donna" wrote in message
...
I am trying to learn how to use this. How do I start a
new thread? I have
a question about mail merge, but I don't even know how to
start a thread in
order to ask it. Can you please tell me how to start a new
thread.

My question about mail merge is: I writing a directory on
names an address
with two columns per page. I want the name to be followed
by the address, but some adresses have two line to them.
Therefore the names don't alsways
match up on both columns. I think I need it to add an extra
blank line for
the names that have one address line. How do I do that?

"raj" wrote:

I am using Outlook 2000 SR1 and Word 2000 SR1.

I have an email message that I need to send to everyone in
my contacts folder. So I tried Mail Merge. The body of my
message contains some formatted text and also few images. I
changed my Outlook's Mail Format as HTML and MSWord as my
email editor. When I send the messages through mail merge,
the receiver's mail is in plain text. I also tried
"Includepicture" field for images. Still don't work with
mail merge.

But, when I send a mail individually to them, the receiver
receives the mail in HTML format.

I also checked the recipient's property "Send email using
plain text only" and it is checked OFF.

Can some one please suggest me how to mail merge the
formatted contents?