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  1. #1
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    Mail Merge - extra spaces in labels (2000)

    Hi,
    I have a properly constructed Word table as my data source. The first field is called Title, the next is FirstName, etc. In some records, I have no title - so I leave the field blank. But when I run the mail merge, Word leaves one blank space for the records without a title. How can I fix this?

    Thanks.
    Wyley

  2. #2
    Uranium Lounger
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    Re: Mail Merge - extra spaces in labels (2000)

    Hi Wyley:
    For the title mergefield, use an IF field. The field would be:

    {IF {MERGEFIELD TITLE} <> "" "{MERGEFIELD TITLE} " ""}

    This says that if the title field is not blank, put in the title & a space, otherwise put in nothing. Note that the braces are inserted by using Ctrl+F9 & that after the 2nd title mergefield, there is a space & then the ending quote.

    Cheers,

  3. #3
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    Re: Mail Merge - extra spaces in labels (2000)

    Thanks, Phil, but I'm afraid you lost me. Where exactly do I enter the IF field?

    Wyley

  4. #4
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    Re: Mail Merge - extra spaces in labels (2000)

    Hi Wyley:

    It takes the place of your MiddleInitial mergefield & the space after it. So if you want:

    FirstName MI Lastname

    you will have the following fields:

    {MERGEFIELD FirstName}<space>{IF {MERGEFIELD TITLE} <> "" "{MERGEFIELD TITLE} " ""}{MERGEFIELD LastName}

    where <space> is an actual space from the spacebar. Note: there is a space between FirstName & whatever follows (MI or Lastname), but no space between the IF field & Lastname. The IF field will put in the additional space when the MI exists; otherwise it puts in nothing, which is exactly what you want.

    I hope this clarifies things.

  5. #5
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    Re: Mail Merge - extra spaces in labels (2000)

    My belated thanks for this information, Phil. I'm feeling rather obtuse, however. I know how to insert an IF statement when creating a form letter (there's an Insert Field button on the Mail Merge toolbar). But when mail merging to labels, I see no such option. I do understand the logic of the statement but just don't know where to insert it. And again thanks for your help.

    Wyley

  6. #6
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    Re: Mail Merge - extra spaces in labels (2000)

    Hi Wyley:
    I didn't realize that you were creating labels. However, it's still the same. You type the IF statement into the "Create Labels" dialog box. The brackets--{}--are inserted by presssing Ctrl+F9 so it's something like this, after you get to that dialog box:
    1. Use insert mergefield to get FirstName
    2. Type a space
    3. Press Ctrl+F9 & type IF
    4. Type a space
    5. Insert TITLE MERGEFIELD
    6. Type <>
    7. keep using a combination of the Insert Mergefield & typing to create the IF field that I posted previously.

    Good luck. It's good practice to learn to type these IF fields, as you can create much more complex fields than Word creates for you.

  7. #7
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    Re: Mail Merge - extra spaces in labels (2000)

    That's great, Phil. Thanks (a little late) very, very much.

    Wyley

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