Format a mail merge doc address 2 fields are needed insome ltrs

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Smitty - 11 May 2006 00:11 GMT

I have a bunch of letters and my address 2 field has a suite or apartment
number. I want the address 2 field to go below the address 1 field, but not
all of the letters reqiure an address 2 field. How do I avoid having a blank
space in the letters where address 2 should go, but there is no address 2 to
insert in that specific letter? If the field code is used in the main letter
before I merge it, once it's merged I have blank spaces in some letters
because there is no information for that field code. Please help...

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Doug Robbins - Word MVP - 11 May 2006 04:43 GMT

Use an If...then...Else... field that checks if address 2 is blank. If it
is, have it insert the next field. If it is not, have it insert address2
followed by a carriage return and the next field

{ IF { MERGEFIELD address2 } = "" { MERGEFIELD nextfield } { MERGEFIELD
address2 }¶
{ MERGEFIELD nextfield } }

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Hope 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 a bunch of letters and my address 2 field has a suite or apartment
> number. I want the address 2 field to go below the address 1 field, but
[quoted text clipped - 7 lines]
> before I merge it, once it's merged I have blank spaces in some letters
> because there is no information for that field code. Please help...

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Smitty - 08 Aug 2006 22:35 GMT

Thanks for the advice. I've revisited my letters and am still having a problem.

How do I do this? I tried to use the "If..Then...Else" Option in the
"Insert Word Field" Drop down menu from the Mail Merge Toolbar, but I must be
doing something wrong. I have 3 menus at the top: "Field Name" "Comparison"
and "Compare to". "Field Name" allows me to choose Address 2 and "Comaprison"
allows me to choose is blank, but the "Compare to" choice is not a drop down
menu, so I have to type something in there. And then below that is a blank
space for "Insert this text".

I tried to paste your { IF { MERGEFIELD address2 } = "" { MERGEFIELD
nextfield } { MERGEFIELD address2 }{ MERGEFIELD nextfield } } in, but I am
not getting the result I need. Please help again...

Thank you

> Use an If...then...Else... field that checks if address 2 is blank. If it
> is, have it insert the next field. If it is not, have it insert address2
[quoted text clipped - 15 lines]
> > before I merge it, once it's merged I have blank spaces in some letters
> > because there is no information for that field code. Please help...

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Peter Jamieson - 08 Aug 2006 23:49 GMT

It's usually easier to avoid Word's dialog box and insert all the field
codes yourself (at least when you start doing a bit more nesting). use
ctrl-F9 to insert each pair of the special "field braces" {}, and type
everything else using the usual keyboard keys. Use Alt-F9 to toggle between
"field view" and "field result/field preview view"

Peter Jamieson

> Thanks for the advice. I've revisited my letters and am still having a
> problem.
[quoted text clipped - 39 lines]
>> > before I merge it, once it's merged I have blank spaces in some letters
>> > because there is no information for that field code. Please help...

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