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MS Office Forum / Word / Mailmerge and Fax / March 2006

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Correct spacing for blank fields in name mailmerge

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Harry Weeds - 04 Mar 2006 21:56 GMT
How do you keep Word from putting an extra space between fields that are on
the same line when there is a field that may be blank for some records - a
middle initial field, for example.  Some records will have middle initials
resulting in correct spacing between the various fields, but when the middle
initial field is empty the spacing between the first and last name will be
wrong. Thank you for your help.
Charles Kenyon - 04 Mar 2006 23:26 GMT
You use an IF field to test for any contents in the may-be-blank field. If
the field is not blank, insert the field and a space, if it is blank, insert
nothing.
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Charles Kenyon

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> How do you keep Word from putting an extra space between fields that are
> on
[quoted text clipped - 4 lines]
> initial field is empty the spacing between the first and last name will be
> wrong. Thank you for your help.
Graham Mayor - 05 Mar 2006 06:25 GMT
{Mergefield First_Name}{IF {Mergefield Initial} <> "" " {Mergefield
Initial}"} {Mergefield Last_Name}

Note the space at
" {Mergefield Initial}"}
and before
{Mergefield Last_Name}
No space after
{Mergefield First_Name}
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Graham Mayor -  Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org
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> How do you keep Word from putting an extra space between fields that
> are on the same line when there is a field that may be blank for some
[quoted text clipped - 3 lines]
> between the first and last name will be wrong. Thank you for your
> help.
RRR_News - 05 Mar 2006 07:58 GMT
Harry,
This also works for me:
{ Mergefield First_Name }{ Mergefield Middle_Name \b " " } { Mergefield
Last_Name }

Using the "before" (\b) switch. And using the spacing that Graham has stated
already.

For prefixes such as Mr., Mrs., Ms., I have a column named "Prefix". The line is
set up lile this:

{ Mergefield Prefix \f " " }{ Mergefield First_Name}{Middle_Name \b " " } {
Mergefield Last_Name }

Using the "after" (\f) switch. Also using the spacing that Graham has stated
already.

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Have A Good Day
Rich/rerat

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(RRR News)    <message rule>
<<Previous Text Snipped to Save Bandwidth When Appropriate>>

{Mergefield First_Name}{IF {Mergefield Initial} <> "" " {Mergefield
Initial}"} {Mergefield Last_Name}

Note the space at
" {Mergefield Initial}"}
and before
{Mergefield Last_Name}
No space after
{Mergefield First_Name}
Signature

<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor -  Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

Harry Weeds wrote:

> How do you keep Word from putting an extra space between fields that
> are on the same line when there is a field that may be blank for some
[quoted text clipped - 3 lines]
> between the first and last name will be wrong. Thank you for your
> help.
 
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