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#1
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Extra Spaces in my Mail Merge
Hi All
Not sure if this question is an excel questions or a word question so I am starting here. A person in my company is trying to do a mail merge for letters. The data is in Excel. They have the following headings: CompanyName, LastName, FirstName, Prefix, Address, City, State, ZipCode. They set up the address block as follows: Prefix, FirstName, LastName CompanyName Address City, State, ZipCode Greeting Line Prefix, First Name, LastName When the merge is complete, sometimes there are extra spaces between the prefix and the first name (e.g. Mr. Tim Brown) or an extra space between the first name and last name (e.g. Mr. Tim Brown, etc) in either the address box or the greeting line. Does anyone know how to correct this? Is this a word issue or an excel issue? I know they can always manually go in and fix each letter and delete the extra spaces but sometimes, they have over 300 letters and frankly, it would just take too much time so they have come to me for a quick fix. In Excel, they have made sure there are no extra spaces in the columns, put all the data to the left, etc. I would appreciate any suggestions. Thanks! DanaFox (Gosh I miss the X-Files) |
#2
Posted to microsoft.public.word.mailmerge.fields
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Extra Spaces in my Mail Merge
If it does not happen with all records, then I would suggest that it is a
problem with the data in Excel. You can use EditReplace in Excel to replace every occurence of two consecutive spaces with a single space. You may need to run the Replace multiple times if there is more than two spaces in some of the data. -- 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 "DanaFox" wrote in message ... Hi All Not sure if this question is an excel questions or a word question so I am starting here. A person in my company is trying to do a mail merge for letters. The data is in Excel. They have the following headings: CompanyName, LastName, FirstName, Prefix, Address, City, State, ZipCode. They set up the address block as follows: Prefix, FirstName, LastName CompanyName Address City, State, ZipCode Greeting Line Prefix, First Name, LastName When the merge is complete, sometimes there are extra spaces between the prefix and the first name (e.g. Mr. Tim Brown) or an extra space between the first name and last name (e.g. Mr. Tim Brown, etc) in either the address box or the greeting line. Does anyone know how to correct this? Is this a word issue or an excel issue? I know they can always manually go in and fix each letter and delete the extra spaces but sometimes, they have over 300 letters and frankly, it would just take too much time so they have come to me for a quick fix. In Excel, they have made sure there are no extra spaces in the columns, put all the data to the left, etc. I would appreciate any suggestions. Thanks! DanaFox (Gosh I miss the X-Files) |
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