Mail merge from access to word

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Gary - 13 Feb 2004 19:40 GMT

I am having the problem where when I merge the data from
an acces database into word all the names that have a
middle initial display fine, but the ones that do not are
left with a large space where the initials should be. Is
there anyway to bring them all in looking ok with out
having to go through every single document fixing it.

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Cindy M -WordMVP- - 13 Feb 2004 20:25 GMT

Hi Gary,

> I am having the problem where when I merge the data from
> an acces database into word all the names that have a
> middle initial display fine, but the ones that do not are
> left with a large space where the initials should be. Is
> there anyway to bring them all in looking ok with out
> having to go through every single document fixing it.

You need to use an IF field to suppress the space if the
field is blank. In the mail merge toolbar you'll find a
button "Insert Word field". One of the items in the list is
If...Then...Else

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any
follow question or reply in the newsgroup and not by e-mail

:-)

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Gary - 13 Feb 2004 20:41 GMT

Thanks Cindy

I tried that but it did not work.

Basically when they bring it in the names are meant to
look like the John B Smith, but if the name does not have
a middle initial in the field the it looks like this
John Smith and as this is for a work realted problem
that does not look the best.

Any other suggestions would be greatly appreciated thanks.

>-----Original Message-----
>Hi Gary,
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>
>.

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Doug Robbins - Word MVP - DELETE UPPERCASE CHARACTERS FROM EMAIL ADDRESS - 14 Feb 2004 01:56 GMT

Hi Garry,

Databases are much better at data manipulation than word processors. Use a
Query in Access that combines the fields into one

[First Name] & " " & IIF(Len([Middle Initial])>0, [Middle Initial] & " ",
"") & [Last Name]

Then use the Query as the data source.

Signature

Please post any further questions or followup to the newsgroups for the
benefit of others who may be interested. Unsolicited questions forwarded
directly to me will only be answered on a paid consulting basis.
Hope this helps
Doug Robbins - Word MVP

> Thanks Cindy
>
[quoted text clipped - 40 lines]
>>
>>.

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Cindy M -WordMVP- - 19 Feb 2004 16:10 GMT

Hi Gary,

> Basically when they bring it in the names are meant to
> look like the John B Smith, but if the name does not have
> a middle initial in the field the it looks like this
> John Smith and as this is for a work realted problem
> that does not look the best.

Yes, but you check whether "Middle initial" is blank. If it
is, type a space in the "true" box. If it's not, then no
space will be entered, thus only one space between first and
last names.

Otherwise, see Doug's suggestion.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any
follow question or reply in the newsgroup and not by e-mail

:-)

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