Blank Line in Mail Merge Address Labels

[BobRob]

Help please….I am getting a blank line in some of my address labels. I use
Outlook 2003 and have a defined view of Christmas Cards. I then use the
Outlook merge facility and when prompted set up my labels in Word 2003. Next
I configure an address block and propagate my addresses.

However, when I merge to a new document all addresses with two lines in the
street address field have a blank line between the street address and the
city – see illustration below. Those labels which only have one line in the
street field do not have a blank line.

Haddon
8a Main Street

Timbuktu

All suggestions welcome

 

[Gordon]

Help please….I am getting a blank line in some of my address labels. I use
Outlook 2003 and have a defined view of Christmas Cards. I then use the
Outlook merge facility and when prompted set up my labels in Word 2003.
Next
I configure an address block and propagate my addresses.

However, when I merge to a new document all addresses with two lines in
the
street address field have a blank line between the street address and the
city – see illustration below. Those labels which only have one line in
the
street field do not have a blank line.

Haddon
8a Main Street

Timbuktu

All suggestions welcome

I had that - I found I had to edit the addresses in Outlook and put two
address lines in the "Street" box as opposed to just the street.

 

[BobRob]

Gordon,

Thanks for your suggestion. However I do put two lines in the outlook street
field. Using the example I enter in the street field

Haddon
8a Main Street

Any other suggestions?

 

[Gordon]

Gordon,

Thanks for your suggestion. However I do put two lines in the outlook
street
field. Using the example I enter in the street field

Haddon
8a Main Street

Any other suggestions?

I think you have to play with it - I think it depends on how many other
lines are in the address - sorry, that's all I can think of.

 

[Russ Valentine [MVP-Outlook]]

You haven't constructed your merge properly. Do not use derived fields in a
merge. Use the individual address element fields and be sure you follow the
conventions posted here in the "Insert Address" section:
http://www.gmayor.com/Macrobutton.htm

 

[Gordon]

You haven't constructed your merge properly. Do not use derived fields in
a merge.

So the mailing address is a derived field?

 

[Russ Valentine [MVP-Outlook]]

Yes. Outlook creates it from individual address elements according to the
option you have selected in "This is the Mailing Address"

 

[Gordon]

Yes. Outlook creates it from individual address elements according to the
option you have selected in "This is the Mailing Address"

So why when inserting a Mailing address using the Addressbook icon in Word
is there NO blank line in the addressblock, yet when creating a mail merge
label using the SAME mailing address in Outlook there IS a blank line? Seems
to me there's a major bug in the way mail merge handles the mailing address
in Outlook...

 

[Russ Valentine [MVP-Outlook]]

Insert Address uses AddressLayout. Mailmerge uses the layout you construct
in the merge.
Not a bug.

 

[Gordon]

Insert Address uses AddressLayout. Mailmerge uses the layout you construct
in the merge.
Not a bug.

OK so not a bug, but some un-joined up thinking then. Yes the merge should
be customisable, but why, when specifically merging mailing addresses, does
it not specifically use AddressLayout? Seems daft to me.

 

[Russ Valentine [MVP-Outlook]]

I explained that. Mailing Address is a field derived by Outlook. By design,
Mailing Address does not suppress blank lines in the field itself. Blank
lines can only be suppressed in Word by using curly braces on a field when
you construct the merge.

 

[BobRob]

Russ and Gordon,

After a lot of thinking I have decided to leave my mailing labels as is and
correct them manually on the couple of occasions a year I do a label run. If
I was a "techie" or doing a lot of label runs I would take a different course
of action. Thank you especially RUSS for your help and advice.

I explained that. Mailing Address is a field derived by Outlook. By design,
Mailing Address does not suppress blank lines in the field itself. Blank
lines can only be suppressed in Word by using curly braces on a field when
you construct the merge.
--
Russ Valentine
[MVP-Outlook]

OK so not a bug, but some un-joined up thinking then. Yes the merge should
be customisable, but why, when specifically merging mailing addresses,
does it not specifically use AddressLayout? Seems daft to me.

--
Asking a question?
Please tell us the version of the application you are asking about,
your OS, Service Pack level
and the FULL contents of any error message(s)

 

[Russ Valentine [MVP-Outlook]]

That works. Mail merges certainly aren't very user friendly, are they?
--
Russ Valentine
[MVP-Outlook]

Russ and Gordon,

After a lot of thinking I have decided to leave my mailing labels as is
and
correct them manually on the couple of occasions a year I do a label run.
If
I was a "techie" or doing a lot of label runs I would take a different
course
of action. Thank you especially RUSS for your help and advice.

I explained that. Mailing Address is a field derived by Outlook. By
design,
Mailing Address does not suppress blank lines in the field itself. Blank
lines can only be suppressed in Word by using curly braces on a field
when
you construct the merge.
--
Russ Valentine
[MVP-Outlook]

Insert Address uses AddressLayout. Mailmerge uses the layout you
construct in the merge.
Not a bug.

OK so not a bug, but some un-joined up thinking then. Yes the merge
should
be customisable, but why, when specifically merging mailing addresses,
does it not specifically use AddressLayout? Seems daft to me.

--
Asking a question?
Please tell us the version of the application you are asking about,
your OS, Service Pack level
and the FULL contents of any error message(s)