Address Layout

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Frances Thorn - 21 Feb 2004 20:35 GMT

Results of my research indicate that Canada Post and US
Mail have guidelines for address layout which ensure
fastest processing. Example:

JOHN CONSUMER
545 MAXIMUM ROAD
BIGCITY ON N7G 5L8

To summarize: all caps, no punctuation, one space between
city and province and two spaces between province and
postal code.

Has anyone found a way when using MS Word Mail Merge to
eliminate that comma after the city? The address block
seems to include it and there is a comma inserted in the
contact entry box for individual contacts. US Mail
parameters are similar.

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Doug Robbins - Word MVP - DELETE UPPERCASE CHARACTERS FROM EMAIL ADDRESS - 22 Feb 2004 02:06 GMT

See changing the address layout at
http://www.slipstick.com/contacts/insword.htm

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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

> Results of my research indicate that Canada Post and US
> Mail have guidelines for address layout which ensure
[quoted text clipped - 13 lines]
> contact entry box for individual contacts. US Mail
> parameters are similar.

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Graham Mayor - 22 Feb 2004 05:32 GMT

You don't have to use the address block - set the fields you want and their
format directly in the mail merge document
eg
{Mergefield First_Name \* Upper} {Mergefield Last_Name \* Upper}
{Mergefield Street \*Upper}
{Mergefield City \*Upper} {Mergefield State \*Upper} {Mergefield Zip}

Change the field names to reflect the data source. See also
http://www.gmayor.com/mail_merge_labels_with_word_xp.htm

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Graham Mayor - Word MVP
E-mail gmayor@mvps.org
Web site www.gmayor.com
Word MVP web site www.mvps.org/word
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Peter Jamieson - 24 Feb 2004 10:07 GMT

If you use Alt-F9 to display the field code for the ADDRESSBLOCK you should
see a number of components such as <<_STATE_>> etc. You will probably see a
comma inside the <<>> surrounding _CITY_ or _STATE_. If so, delete it. But
bear in mind:
a. editing the ADDRESSBLOCK code directly is not recommended by Microsoft
(which is probably why they have not published a specification as to what
<<_ITEM_>> fields are available etc.), possibly because...
b. if you use the standard ADDRESSBLOCK properties option to specify the
layout and content, any edits you made will be lost.

Roughly speaking, anything inside the <<>> is displayed/printed if the named
item (_CITY_) etc. is non-blank, but not otherwise. Anything outside the
<<>> is always displayed. (It's a bt more complicated than that for the frst
line of the addressblock).
--
Peter Jamieson - Word MVP
Word MVP web site http://word.mvps.org/

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