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MS Office Forum / Word / Mailmerge and Fax / May 2006Non Printing of blank fields
I am building a mail merge letter from an Access database query in Word. In some records the company field is empty. How do I make sure the rest of the address moves up a line so that I don't get an empty line. I'm using Word XP, in previous versions of Word there was a tick box that handled blank lines but I can't see it in XP. Can anyone help? Tony If you select Customize from the Tools menu and on the Commands tab of the Customize dialog, select the All Commands category, and then scroll down through the commands until you come to the Mail Merge Helper item, you can then left-click and drag it onto a menu or the toolbar. This will enable you to perform the merge in the same way as in previous versions of Word. Alternatively, you can use an If...then...Else... construction to check for the presence of data in the company field and return that field plus a carriage return if there is some, and nothing if there is not. You would then have the next mergefield on the same line in the document.  SignatureHope 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 >I am building a mail merge letter from an Access database query in Word. In >some records the company field is empty. How do I make sure the rest of the >address moves up a line so that I don't get an empty line. I'm using Word >XP, in previous versions of Word there was a tick box that handled blank >lines but I can't see it in XP. Can anyone help? > Tony Thanks Doug. How would I set up the If statement. I see I can edit the filed properties and there is an If statement choice but how would I put in the carriage return? This new version doesn't seem as user friendly as the old W97, or is it me getting old? Thanks Tony > If you select Customize from the Tools menu and on the Commands tab of the > Customize dialog, select the All Commands category, and then scroll down [quoted text clipped - 13 lines] >>blank lines but I can't see it in XP. Can anyone help? >> Tony Just use Alt-F9 to display the underlying field codes, then you can use e.g. { IF "{ MERGEFIELD companyname }" = "" "" " { MERGEFIELD companyname }" } (That's laid out for clarity - in fact, only the extra paragraph mark or return before the second{ MERGEFIELD } field is required, i.e. you can use { IF "{ MERGEFIELD companyname }" = "" "" " { MERGEFIELD companyname }" } Peter Jamieson > Thanks Doug. How would I set up the If statement. I see I can edit the > filed properties and there is an If statement choice but how would I put [quoted text clipped - 20 lines] >>>handled blank lines but I can't see it in XP. Can anyone help? >>> Tony Doug I've just had a look at the Mail Merge Helper. Am I right in thinking that with XP the "Suppress blank lines when printing" is the default? I ask this because when I clicked on the helper it was already there. Thanks Tony > If you select Customize from the Tools menu and on the Commands tab of the > Customize dialog, select the All Commands category, and then scroll down [quoted text clipped - 13 lines] >>blank lines but I can't see it in XP. Can anyone help? >> Tony It is the default, but the behaviour of this option has changed in Word 2002/2003 because blank lines are no longer suppressed if the blank line results from a blank field nested within another field such as IF or INCLUDETEXT. (And if you're using ADDRESSBLOCK, I'd revert to using individual fields) Peter Jamieson (and I don't think it will work anyway > Doug I've just had a look at the Mail Merge Helper. Am I right in thinking > that with XP the "Suppress blank lines when printing" is the default? I [quoted text clipped - 19 lines] >>>handled blank lines but I can't see it in XP. Can anyone help? >>> Tony Thanks Peter Tony > It is the default, but the behaviour of this option has changed in Word > 2002/2003 because blank lines are no longer suppressed if the blank line [quoted text clipped - 29 lines] >>>>handled blank lines but I can't see it in XP. Can anyone help? >>>> Tony
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