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#1
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Ignore blank address fields
How to I get Word mail merge to ignore blank address fields. In other words,
If address field 2 is blank, I don't want to priht a blank line |
#2
Posted to microsoft.public.word.mailmerge.fields
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Ignore blank address fields
Hi Greg,
When executing the merge, Word gives you the option to print or not print blank lines. Alternatively, you could suppress the blank lines via the use of an IF field. To do this: .. duplicate the mailmerge field to be suppressed (eg «MyData») so that you get: «MyData»«MyData»; .. select both fields and Press Ctrl-F9, you'll get: { «MyData»«MyData» }; .. fill in between the braces so that you end up with: {IF«myData»= "" "" "«MyData»¶ "}, where the '¶' is a paragraph mark or line-feed, depending on which you're using .. delete the existing paragraph mark or line-feed that's outside the mergefield; .. position the cursor anywhere in this field and press F9 to update it; .. run your mailmerge. -- Cheers macropod [MVP - Microsoft Word] "GregNga" wrote in message ... How to I get Word mail merge to ignore blank address fields. In other words, If address field 2 is blank, I don't want to priht a blank line |
#3
Posted to microsoft.public.word.mailmerge.fields
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Ignore blank address fields
You will need to use an If...then...Else field construction
{ IF { MERGEFIELD field2 } = "" "{ MERGEFIELD field3 }" "{ MERGEFIELD field2 }¶ { MERGEFIELD field3 }" } You must use Ctrl+F9 to insert each pair of field delimiters and where the ¶ appears in the above, you need to press the Enter key or Shift + Enter. Use Alt+F9 to toggle off the display of the field codes. -- 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 "GregNga" wrote in message ... How to I get Word mail merge to ignore blank address fields. In other words, If address field 2 is blank, I don't want to priht a blank line |
#4
Posted to microsoft.public.word.mailmerge.fields
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Ignore blank address fields
When I went thru the process described in the help text and when I got to
the MERGE dialogue box, I selected "don't print blank lines when data fields are empty". After I clciked the MERGE button, I noticed the document that was populated still had blank lines for the blank address fields. Does this go away when you print them. "macropod" wrote: Hi Greg, When executing the merge, Word gives you the option to print or not print blank lines. Alternatively, you could suppress the blank lines via the use of an IF field. To do this: .. duplicate the mailmerge field to be suppressed (eg «MyData») so that you get: «MyData»«MyData»; .. select both fields and Press Ctrl-F9, you'll get: { «MyData»«MyData» }; .. fill in between the braces so that you end up with: {IF«myData»= "" "" "«MyData»¶ "}, where the '¶' is a paragraph mark or line-feed, depending on which you're using .. delete the existing paragraph mark or line-feed that's outside the mergefield; .. position the cursor anywhere in this field and press F9 to update it; .. run your mailmerge. -- Cheers macropod [MVP - Microsoft Word] "GregNga" wrote in message ... How to I get Word mail merge to ignore blank address fields. In other words, If address field 2 is blank, I don't want to priht a blank line |
#5
Posted to microsoft.public.word.mailmerge.fields
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Ignore blank address fields
Here is how I want to format the envelope:
Title Firstname Lastname Addr1 Addr2 City State Zip I only want to print the line with Addr2 if it is non-blank. How do I format my document using If, Then Else "Doug Robbins - Word MVP" wrote: You will need to use an If...then...Else field construction { IF { MERGEFIELD field2 } = "" "{ MERGEFIELD field3 }" "{ MERGEFIELD field2 }¶ { MERGEFIELD field3 }" } You must use Ctrl+F9 to insert each pair of field delimiters and where the ¶ appears in the above, you need to press the Enter key or Shift + Enter. Use Alt+F9 to toggle off the display of the field codes. -- 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 "GregNga" wrote in message ... How to I get Word mail merge to ignore blank address fields. In other words, If address field 2 is blank, I don't want to priht a blank line |
#6
Posted to microsoft.public.word.mailmerge.fields
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Ignore blank address fields
Hi greg,
To do what you're after, follow the steps for the alternate method I gave you in my previous post. -- Cheers macropod [MVP - Microsoft Word] "GregNga" wrote in message ... Here is how I want to format the envelope: Title Firstname Lastname Addr1 Addr2 City State Zip I only want to print the line with Addr2 if it is non-blank. How do I format my document using If, Then Else "Doug Robbins - Word MVP" wrote: You will need to use an If...then...Else field construction { IF { MERGEFIELD field2 } = "" "{ MERGEFIELD field3 }" "{ MERGEFIELD field2 }¶ { MERGEFIELD field3 }" } You must use Ctrl+F9 to insert each pair of field delimiters and where the ¶ appears in the above, you need to press the Enter key or Shift + Enter. Use Alt+F9 to toggle off the display of the field codes. -- 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 "GregNga" wrote in message ... How to I get Word mail merge to ignore blank address fields. In other words, If address field 2 is blank, I don't want to priht a blank line |
#7
Posted to microsoft.public.word.mailmerge.fields
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Ignore blank address fields
{ MAILMERGE Title} { MAILMERGE Firstname } { MAILMERGE Lastname }[Enter]
{ MAILMERGE Addr1 }[Enter] { IF { MAILMERGE Addr2 } = "" "{ MAILMERGE City } { MAILMERGE State } { MAILMERGE Zip }" "{ MAILMERGE Addr2 }[Enter] {MAILMERGE City { { MAILMERGE State } { MAILMERGE Zip }" } Use the Enter Key or Shift+Enter in place of the [Enter] above. -- 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 "GregNga" wrote in message ... Here is how I want to format the envelope: Title Firstname Lastname Addr1 Addr2 City State Zip I only want to print the line with Addr2 if it is non-blank. How do I format my document using If, Then Else "Doug Robbins - Word MVP" wrote: You will need to use an If...then...Else field construction { IF { MERGEFIELD field2 } = "" "{ MERGEFIELD field3 }" "{ MERGEFIELD field2 }¶ { MERGEFIELD field3 }" } You must use Ctrl+F9 to insert each pair of field delimiters and where the ¶ appears in the above, you need to press the Enter key or Shift + Enter. Use Alt+F9 to toggle off the display of the field codes. -- 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 "GregNga" wrote in message ... How to I get Word mail merge to ignore blank address fields. In other words, If address field 2 is blank, I don't want to priht a blank line |
#8
Posted to microsoft.public.word.mailmerge.fields
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Ignore blank address fields
I see this a lot more clearly now. Btw, seems that the last line should be
{MAILMERGE City } { MAILMERGE State } { MAILMERGE Zip }" } instead of {MAILMERGE City { { MAILMERGE State } { MAILMERGE Zip }" } Thanks for helping me understand this "Doug Robbins - Word MVP" wrote: { MAILMERGE Title} { MAILMERGE Firstname } { MAILMERGE Lastname }[Enter] { MAILMERGE Addr1 }[Enter] { IF { MAILMERGE Addr2 } = "" "{ MAILMERGE City } { MAILMERGE State } { MAILMERGE Zip }" "{ MAILMERGE Addr2 }[Enter] {MAILMERGE City { { MAILMERGE State } { MAILMERGE Zip }" } Use the Enter Key or Shift+Enter in place of the [Enter] above. -- 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 "GregNga" wrote in message ... Here is how I want to format the envelope: Title Firstname Lastname Addr1 Addr2 City State Zip I only want to print the line with Addr2 if it is non-blank. How do I format my document using If, Then Else "Doug Robbins - Word MVP" wrote: You will need to use an If...then...Else field construction { IF { MERGEFIELD field2 } = "" "{ MERGEFIELD field3 }" "{ MERGEFIELD field2 }¶ { MERGEFIELD field3 }" } You must use Ctrl+F9 to insert each pair of field delimiters and where the ¶ appears in the above, you need to press the Enter key or Shift + Enter. Use Alt+F9 to toggle off the display of the field codes. -- 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 "GregNga" wrote in message ... How to I get Word mail merge to ignore blank address fields. In other words, If address field 2 is blank, I don't want to priht a blank line |
#9
Posted to microsoft.public.word.mailmerge.fields
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Ignore blank address fields
You are right about the last line. I was of course entering the replicas of
field delimiters from the keyboard (the only way in the mail program) but if you use Ctrl+F9 to enter then as is necessary to get them to work, you will always get matched pairs { }. -- 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 "GregNga" wrote in message ... I see this a lot more clearly now. Btw, seems that the last line should be {MAILMERGE City } { MAILMERGE State } { MAILMERGE Zip }" } instead of {MAILMERGE City { { MAILMERGE State } { MAILMERGE Zip }" } Thanks for helping me understand this "Doug Robbins - Word MVP" wrote: { MAILMERGE Title} { MAILMERGE Firstname } { MAILMERGE Lastname }[Enter] { MAILMERGE Addr1 }[Enter] { IF { MAILMERGE Addr2 } = "" "{ MAILMERGE City } { MAILMERGE State } { MAILMERGE Zip }" "{ MAILMERGE Addr2 }[Enter] {MAILMERGE City { { MAILMERGE State } { MAILMERGE Zip }" } Use the Enter Key or Shift+Enter in place of the [Enter] above. -- 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 "GregNga" wrote in message ... Here is how I want to format the envelope: Title Firstname Lastname Addr1 Addr2 City State Zip I only want to print the line with Addr2 if it is non-blank. How do I format my document using If, Then Else "Doug Robbins - Word MVP" wrote: You will need to use an If...then...Else field construction { IF { MERGEFIELD field2 } = "" "{ MERGEFIELD field3 }" "{ MERGEFIELD field2 }¶ { MERGEFIELD field3 }" } You must use Ctrl+F9 to insert each pair of field delimiters and where the ¶ appears in the above, you need to press the Enter key or Shift + Enter. Use Alt+F9 to toggle off the display of the field codes. -- 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 "GregNga" wrote in message ... How to I get Word mail merge to ignore blank address fields. In other words, If address field 2 is blank, I don't want to priht a blank line |
#10
Posted to microsoft.public.word.mailmerge.fields
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Ignore blank address fields
Yes, it's been very helpful.........thanks
"Doug Robbins - Word MVP" wrote: You are right about the last line. I was of course entering the replicas of field delimiters from the keyboard (the only way in the mail program) but if you use Ctrl+F9 to enter then as is necessary to get them to work, you will always get matched pairs { }. -- 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 "GregNga" wrote in message ... I see this a lot more clearly now. Btw, seems that the last line should be {MAILMERGE City } { MAILMERGE State } { MAILMERGE Zip }" } instead of {MAILMERGE City { { MAILMERGE State } { MAILMERGE Zip }" } Thanks for helping me understand this "Doug Robbins - Word MVP" wrote: { MAILMERGE Title} { MAILMERGE Firstname } { MAILMERGE Lastname }[Enter] { MAILMERGE Addr1 }[Enter] { IF { MAILMERGE Addr2 } = "" "{ MAILMERGE City } { MAILMERGE State } { MAILMERGE Zip }" "{ MAILMERGE Addr2 }[Enter] {MAILMERGE City { { MAILMERGE State } { MAILMERGE Zip }" } Use the Enter Key or Shift+Enter in place of the [Enter] above. -- 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 "GregNga" wrote in message ... Here is how I want to format the envelope: Title Firstname Lastname Addr1 Addr2 City State Zip I only want to print the line with Addr2 if it is non-blank. How do I format my document using If, Then Else "Doug Robbins - Word MVP" wrote: You will need to use an If...then...Else field construction { IF { MERGEFIELD field2 } = "" "{ MERGEFIELD field3 }" "{ MERGEFIELD field2 }¶ { MERGEFIELD field3 }" } You must use Ctrl+F9 to insert each pair of field delimiters and where the ¶ appears in the above, you need to press the Enter key or Shift + Enter. Use Alt+F9 to toggle off the display of the field codes. -- 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 "GregNga" wrote in message ... How to I get Word mail merge to ignore blank address fields. In other words, If address field 2 is blank, I don't want to priht a blank line |
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