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MS Office Forum / Word / Mailmerge and Fax / April 2008Remove extra space between first and last name when there is no mi
I have tried everything. I did a mail merge in Word and cannot seem to remove the extra space between the first and last name in the address block on the letter when no middle initial is available. My data fields are FirstName, MiddleInitial, LastName and some people do not have a middle initial so that field is blank for them in the data source. When it prints, the people without a middle initial have two spaces between their first and last names! Please help. thank you. You need to use and If...then...Else field construction { IF { MERGEFIELD Initial } <> "" "{ MERGEFIELD Initial } { MERGEFIELD LastName }" "{ MERGEFIELD LastName }" } You must use Ctrl+F9 to insert each pair of field delimiters { } and you use Alt+F9 to toggle off their display.  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 have tried everything. I did a mail merge in Word and cannot seem to > remove the extra space between the first and last name in the address [quoted text clipped - 8 lines] > between > their first and last names! Please help. thank you. And instead of using the AddressBlock field use the individual fields in the manner Doug has described. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > You need to use and If...then...Else field construction > [quoted text clipped - 16 lines] >> between >> their first and last names! Please help. thank you. Thanks so much Doug and Graham, Where in the process do I input this code? I am using the individual fields and not the address block. i figured that out :-) Jillie > You need to use and If...then...Else field construction > [quoted text clipped - 16 lines] > > between > > their first and last names! Please help. thank you. You enter the fields where you want the potential initial and surname to appear. The {} bracket pairs are each inserted with CTRL+F9 The complete name construction (all on one naturally wrapped line) would be {MERGEFIELD FirstName}<space>{ IF { MERGEFIELD Initial } <> "" "{ MERGEFIELD Initial }<space>{MERGEFIELD LastName }"<Space>"{ MERGEFIELD LastName }" } or alternatively {MERGEFIELD FirstName}<Space>{ IF { MERGEFIELD Initial } <> "" "{ MERGEFIELD Initial }<Space>"}{ MERGEFIELD LastName } Press Space where indicated as <Space> Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Thanks so much Doug and Graham, > Where in the process do I input this code? I am using the individual [quoted text clipped - 27 lines] >>> between >>> their first and last names! Please help. thank you. Hi Graham. I cut and pasted your code and am still having trouble. I am using Word 2003 and my field names are First_Name_1, M and Last_Name_1. (on the drop down list when i choose fields to insert the M is denoted as M#, but when i insert the field it is just M. Have you seen this before? Could you do the code with my field names please?? I triple checked the syntax and it still doesn't work. thanks so much. Jillie > You enter the fields where you want the potential initial and surname to > appear. The {} bracket pairs are each inserted with CTRL+F9 [quoted text clipped - 41 lines] > >>> between > >>> their first and last names! Please help. thank you. You cannot copy and paste the code. You MUST use Ctrl + F9 to insert each pair of { } Using your field names, where you want the name of the person to appear use { MERGEFIELD First_Name_1 } { IF { MERGEFIELD M } <> "" "{ MERGEFIELD M } { MERGEFIELD Last_Name_1 }" "{ MERGEFIELD Last_Name_1 }" } If you want to avoid having to type the names of the merge fields, from the merge field pull down insert <<First_Name_1>> <<M>> <<M>> <<Last_Name_1>><<Last_Name_1>> The press Alt+F9 and you should see { MERGEFIELD First_Name_1 } { MERGEFIELD M } { MERGEFIELD M } { MERGEFIELD Last_Name_1 }{ MERGEFIELD Last_Name_1 } Now select everything EXCEPT the { MERGEFIELD First_Name_1 } and press CTRL+F9 and you should get { { MERGEFIELD M } { MERGEFIELD M } { MERGEFIELD Last_Name_1 }{ MERGEFIELD Last_Name_1 } } Inside the { { type IF and after the first { MERGEFIELD M } insert <> "" " and between the two Last_Name_1 merge fields, insert " " and another " between the closing } } You must have spaces either side of the <> and between the "" and " and between the " and ". There also needs to be a space after the { MERGEFIELD First_Name_1 } and between the { MERGEFIELD M } and the { MERGEFIELD Last_Name_1 }. There should be NO space however between the " and the { of the final { MERGEFIELD Last_Name_1 } It does not matter if the merge fields appear as { MERGEFIELD First_Name_1 } or { MERGEFIELD "First_Name_1" } You press Alt+F9 to toggle off the display of the mergefields. 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 > Hi Graham. > I cut and pasted your code and am still having trouble. I am using Word [quoted text clipped - 57 lines] >> >>> between >> >>> their first and last names! Please help. thank you. Where in between these three fields would i put the code you suggested after i toggle to alt F9? «First_Name_1» «M» «Last_Name_1» > You need to use and If...then...Else field construction > [quoted text clipped - 16 lines] > > between > > their first and last names! Please help. thank you.
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