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MS Office Forum / Outlook / Contacts / December 2004Extra line in labels
I have some addresses in Outlook that have apartment numbers. When adding contacts in Outlook, I always enter the address data in the same formats. For example: John F. Doe 123 Main Street Apt. 1 Anytown, ST 12345-6789 When I MailMerge to create labels, some addresses print correctly (as above) and some insert a blank line after the apartment number, e.g. John F. Doe 123 Main Street Apt. 1 Anytown, ST 12345-6789 FYI, I use the "Insert Address Block" to insert the names and addresses on the labels. Any suggestions as to how I can prevent this blank line? To learn about ways to control how an Address is inserted into Word from Outlook, take a look here: http://www.slipstick.com/contacts/insword.htm http://support.microsoft.com/default.aspx?scid=KB;en-us;q134901 ------ Russ Valentine [MVP-Outlook] > I have some addresses in Outlook that have apartment numbers. When adding > contacts in Outlook, I always enter the address data in the same formats. [quoted text clipped - 19 lines] > > Any suggestions as to how I can prevent this blank line? First of all, I do not want to change the address layout in Word. Although I am not a programmer, I was able to glean from the articles below how to change the address layout. When and if and ever want to change the layout, I will follow these suggestions. The addresses insert perfectly in Word. When I click on the Insert Address and select an address from the dialog box, it is displayed exactly as it appears in Outlook Contacts. The problem occurs when Outlook is used to create a MailMarge to create mailing labels or envelopes. On some addresses, an extra blank line is inserted. This seems to occur when the street address has more than one line, e.g. when an apartment number or a suite number is on the second line of an address. The blank line is followed by the City, ST ZIP. What is most perplexing is that it does not do it 100% of the time (although it does most of the time). FYI, I tried mapping Address2 to a database field in the Address Block Match Fields dialog. There is no Address2 database field on the list to match to. > To learn about ways to control how an Address is inserted into Word from > Outlook, take a look here: [quoted text clipped - 31 lines] >> >> Any suggestions as to how I can prevent this blank line? Whether you change the layout in Word or in the Merge Document requires the same techniques. You simply need to gain some experience in how to construct your Merge Document correctly. You'll also need to understand some of the differences in field names between Word and Outlook. There is ample assistance in Help files, in the KB and on websites.  SignatureRuss Valentine [MVP-Outlook] > First of all, I do not want to change the address layout in Word. > Although [quoted text clipped - 56 lines] >>> >>> Any suggestions as to how I can prevent this blank line? Just look around. Sue already posted some sites: http://office.microsoft.com/en-us/assistance/HA011269731033.aspx#preview and http://office.microsoft.com/en-us/assistance/HA010349201033.aspx ------ Russ Valentine [MVP-Outlook] > First of all, I do not want to change the address layout in Word. Although > I am not a programmer, I was able to glean from the articles below how to [quoted text clipped - 51 lines] >>> >>>Any suggestions as to how I can prevent this blank line? Russ, I sincerely do appreciate your assistance. You and Sue Mosher clearly spend a great deal of time helping us amateurs with the many nuances of using these products. I've been using Word and Outlook for many years. Just about everything I do with these programs (as well as Access, Publisher, PowerPoint, FrontPage and Excel) I have learned through relentless "trial and error". I do read the help files and I do go to the Knowledgebase for help often. Using software should not require so much work. At the risk of sounding pompous, I do think I have an above average knowledge of how to construct a Merge Document correctly. I have meticulously set up the merge fields and experimented with many variations for the same document. I can get the blank line to go away if I do not use Insert Address Block, e.g. «Courtesy Title» «First Name» «Middle Name» «Last Name» «Suffix» «Street_Address» «City», «State» «Postal Code» «Home_Address_Country» I compared the matched fields in the Insert Address Block dialog and the required element "Address 1" is matched to the database field "Street_Address". The problem with the above format is that I haven't figured out how to suppress the "United States of America" from printing. The "Insert Address Block" dialog box has a radio button that allows me to include the country only if it is different than whatever is typed in the adjacent box. So, here's my Catch-22: a.. Using the Insert Address Block suppresses the country for USA addresses but it produces the unwanted blank line. b.. Inserting the merge fields individually gets rid of the blank line but prints the unwanted country code. FYI, some of the Contacts are Canadian addresses and hence the need to include the country field. This may not be a bug in the way Word puts together the address in the merge process, but if it isn't a bug, it sure as hell is a usability nightmare. Printing labels has got to be one of the most frequently used features of a word processor and it just shouldn't be that tedious. > Just look around. Sue already posted some sites: > http://office.microsoft.com/en-us/assistance/HA011269731033.aspx#preview [quoted text clipped - 64 lines] >>>> >>>>Any suggestions as to how I can prevent this blank line? Most of what you are asking about are Word functions. I think you're pretty much boxed into a corner if you do not want to change the Address Layout in Word. I simply do not have the time to keep up with all of Word's idiosyncrasies. These problems are simply impossible to solve within the context of a Usenet post. There are far too many variables involved. To add to the complexity, field differences vary with each version of Office. ------ Russ Valentine [MVP-Outlook] > Russ, I sincerely do appreciate your assistance. You and Sue Mosher > clearly spend a great deal of time helping us amateurs with the many [quoted text clipped - 138 lines] > >>>> > >>>>Any suggestions as to how I can prevent this blank line? It's not that I don't want to change the Word layout. I read through the instructions on how to do that and was unable to decipher from the articles just how to do it to eliminate the specific problem I am experiencing. The articles are not written for lay people. Additionally, as I indicated in my original post, the behavior is inconsistent. Identically formatted addresses produce two different results in the same merge document: one with the extra line, the other without it. I guess a bug is just out of the question. > Most of what you are asking about are Word functions. I think you're > pretty much boxed into a corner if you do not want to change the Address [quoted text clipped - 146 lines] >> >>>> >> >>>>Any suggestions as to how I can prevent this blank line? Could be a bug. Usually isn't, though. Have you asked someone familiar with Word? ------ Russ Valentine [MVP-Outlook] > It's not that I don't want to change the Word layout. I read through the > instructions on how to do that and was unable to decipher from the articles [quoted text clipped - 152 lines] >>> >>>> >>> >>>>Any suggestions as to how I can prevent this blank line? |
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