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MS Office Forum / Word / Mailmerge and Fax / November 2004Eliminating spaces in merged documnents
I am merging names and addresses from an excel document to several different word documents. I set up the excel file with a separate field for middle name/initial. When a name without a middle name/initial prints there are two spaces between the first and last name. What could be done to fix this other than getting rid of the middle name/initial field and adding this information to the first name field. Use a conditional field to place the initial and its leading space when there is content eg {IF {Mergefield Initial} <> "" " {Mergefield Initial}"}  Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > I am merging names and addresses from an excel document to several > different word documents. I set up the excel file with a separate [quoted text clipped - 3 lines] > middle name/initial field and adding this information to the first > name field. If I knew what I was doing, the answer you gave me would probably work, but I must be missing something. When I edit the field-code, instead of the middle name or just a space, I get {IF G.<> "" "G."} or {IF<>"" " "} where the middle name/initial should be when I merge the Word document. Can you tell me what am I doing wrong? > I am merging names and addresses from an excel document to several different > word documents. I set up the excel file with a separate field for middle > name/initial. When a name without a middle name/initial prints there are two > spaces between the first and last name. What could be done to fix this other > than getting rid of the middle name/initial field and adding this information > to the first name field. It looks like you just need to toggle field code display (ALT+F9) SignatureGreg Maxey/Word MVP A Peer in Peer to Peer Support > If I knew what I was doing, the answer you gave me would probably > work, but I must be missing something. When I edit the field-code, [quoted text clipped - 9 lines] >> middle name/initial field and adding this information to the first >> name field. I believe Greg has identified half the problem. the other half is that you may have typed {} from the keyboard instead of using CTRL+F9 to set the field boundaries. If you use CTRL+F9 for each pair and type the rest directly (substituting your data field names as appropriate) you should find that it works. Don't forget to include the space between the speech marks of the result. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > If I knew what I was doing, the answer you gave me would probably > work, but I must be missing something. When I edit the field-code, [quoted text clipped - 9 lines] >> middle name/initial field and adding this information to the first >> name field. I swear that I have followed the instructions you gave me to the letter. I didn't know about using CTRL+F9 to make each set of brackets. So I was sure that everything would fall into place once I did that, but after typing the correct information between each set of brackets, I still have my original problem (two spaces between the first name and last name when no middle name/initial is present). I even tried eliminating all of the spaces within the brackets for the middle name field code to no avail. > I believe Greg has identified half the problem. the other half is that you > may have typed {} from the keyboard instead of using CTRL+F9 to set the [quoted text clipped - 16 lines] > >> middle name/initial field and adding this information to the first > >> name field. If you followed the instructions to the letter, you will have no space unless the space is included in the data itself. However, let's include the fields on either side for the sake of clarification: {Mergefield First_Name}{IF {Mergefield Initial} <> "" " {Mergefield Initial}"} {Mergefield Last_Name} or {Mergefield First_Name}no space{IF {Mergefield Initial} <> "" "space{Mergefield Initial}"}space{Mergefield Last_Name} Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > I swear that I have followed the instructions you gave me to the > letter. I didn't know about using CTRL+F9 to make each set of [quoted text clipped - 35 lines] >>>> middle name/initial field and adding this information to the first >>>> name field. Thank you for your patience, I finally got the result I was looking for. > If you followed the instructions to the letter, you will have no space > unless the space is included in the data itself. However, let's include the [quoted text clipped - 45 lines] > >>>> middle name/initial field and adding this information to the first > >>>> name field. That's a relief ;) Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Thank you for your patience, I finally got the result I was looking > for. [quoted text clipped - 58 lines] >>>>>> getting rid of the middle name/initial field and adding this >>>>>> information to the first name field. |
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