Mail Merge Using Tabs

[srm]

Using Office 2003, XPP. I'm completing a mail merge using Excel and
Word. What I have are two lines one of which references a wire
transfer fee and the other is sales tax. If the condition is met,
either the wire transfer fee or the sales tax is printed (never both).
For each line I have indented the text on the left and have the costs
of the wire transfer fee and tax right justified. Now my question.

I always end up with either one or two additional blank lines (if no
wire transfer or sales tax) which pushes the total line down. The
blank line is the right justification of the costs but not value
printed. I tried entering multiple tab locations on one line, but no
luck. I an unsing the Paragraph mark to remove the blank lines and
this seems to work to a point.

Any idea how to remove the lines when there is no value for the total
cost.

Thanks

Shawn

 

[Graham Mayor]

From what you describe you need a construction something like

{IF {Mergefield fieldname} = "Condition" "{Mergefield
WiretransferFieldname}" "{Mergfield SalesTaxFieldname}"}
Insert the fieldnames and condition as appropriate.

If you want to conditionally insert a line break insert it in the result eg
{IF {Mergefield fieldname} = "Condition" "¶
{Mergefield WiretransferFieldname}" "{Mergfield SalesTaxFieldname}"}

Where you see ¶ press the enter key.

If this doesn't cover it, or you cannot work it out, come back with more
information about your fieldnames, the condition and how you want them laid
out.

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Graham Mayor - Word MVP


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[srm]

Graham:

Thanks. I think I'm close. How do I right justify the text so the one
entry is on the left (Text) and the other entry is right justified
(Cost) on the same line. Whenever I enter codes to justify the select
Mergefields, it right justifies all items in the line.

If I use your format for both the wire transfer fee and sales tax and a
record has neither tax or wire transfer fee, will using the hard return
remove the entire line.

Shawn

 

[Graham Mayor]

You still haven't described your document or your fields, however to have
one field on the left and the other on the right, you need a right aligned
tab stop at the right margin and you tab the second field to that tab
position.

If you want to insert a line only when the fields have content then a slight
modification to what I posted previously is required.
{IF {Mergefield fieldname} = "Condition" "¶
{Mergefield WiretransferFieldname}" "¶
{Mergfield SalesTaxFieldname}"}

Put this at the end of the line above where you want the fields to be. If
you want one or other of them tabbed make sure that right tab is defined as
part of the paragraph style used for this area and then eg

{IF {Mergefield fieldname} = "Condition" "¶
{Mergefield WiretransferFieldname}" "¶
<TAB>{Mergfield SalesTaxFieldname}" \#charformat}

should work.

You might also consider using an unbordered table to align the fields.

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Graham Mayor - Word MVP


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