Mergefield suppress if data field blank

[JB reluctantly from WP]

Hello,

I have an Excel database file, and am merging into a Word document. I am
familiar with Word's merge process. However, I have a field in the database
called RADIO that is a 3-digit number, or the field may be blank. The Word
document displays the blank fields as a zero. I want them to be blank. I
have read previous posts about using switches within my mergefield, and they
kind of make sense, but none seem to be the right fix for my particular need.

Currently displayed in Word document: {Mergefield "Radio"}
I need this to only display text if not blank in database.

Any assistance is greatly appreciated!

Julie ~ reluctantly switching from WordPerfect to Word (sheesh!)

 

[Cindy B]

I’ve seen a lot of inconsistencies with newer versions of word as well. I
would suggest creating an If Then Else statement to control the field. “If
mergefield is not blank then insert otherwise do nothingâ€

Good luck.

 

[macropod]

Hi JB,

You can fix this by adding a numeric picture switch to the field. To do
this:
.. select your mergefield and press Shift-F9 to expose the code. It should
look something like:
{MERGEFIELD ExcelData}
where 'ExcelData' is you field name
.. delete anything after 'ExcelData' and add '\# 0;;') to the field so that
you've got:
'{MERGEFIELD ExcelData \# 0;;}'
.. press F9 to update the field
.. run your mailmerge

Cheers

 

[JB reluctantly from WP]

Macropod,

Thank you so much! I knew I didn't have to make long complicated IF, THEN,
ELSE statements to get the result I wanted! I really appreciate your help.

~Julie

Hi JB,

You can fix this by adding a numeric picture switch to the field. To do
this:
.. select your mergefield and press Shift-F9 to expose the code. It should
look something like:
{MERGEFIELD ExcelData}
where 'ExcelData' is you field name
.. delete anything after 'ExcelData' and add '\# 0;;') to the field so that
you've got:
'{MERGEFIELD ExcelData \# 0;;}'
.. press F9 to update the field
.. run your mailmerge

Cheers

--
macropod
[MVP - Microsoft Word]

Hello,

I have an Excel database file, and am merging into a Word document. I am
familiar with Word's merge process. However, I have a field in the database
called RADIO that is a 3-digit number, or the field may be blank. The Word
document displays the blank fields as a zero. I want them to be blank. I
have read previous posts about using switches within my mergefield, and they
kind of make sense, but none seem to be the right fix for my particular need.

Currently displayed in Word document: {Mergefield "Radio"}
I need this to only display text if not blank in database.

Any assistance is greatly appreciated!

Julie ~ reluctantly switching from WordPerfect to Word (sheesh!)

 

[malycom]

Macprod, this has helped me a little also, but if you are still viewing this
2 years on, I wonder if you cousl assist a little more?

I have also used your {MERGEFIELD ExcelData \# 0;;} example in fields but
there are instances where there are problems.

If an address is '43 something street', the result coming back is '43' with
the rest of the line missing.

This seems to happen everywhere there is more than one word in a mergefield.
Any time there is a space, the data inserted stops at the first space.

Is there anything you can suggest?

Regards

Hi JB,

You can fix this by adding a numeric picture switch to the field. To do
this:
.. select your mergefield and press Shift-F9 to expose the code. It should
look something like:
{MERGEFIELD ExcelData}
where 'ExcelData' is you field name
.. delete anything after 'ExcelData' and add '\# 0;;') to the field so that
you've got:
'{MERGEFIELD ExcelData \# 0;;}'
.. press F9 to update the field
.. run your mailmerge

Cheers

--
macropod
[MVP - Microsoft Word]

Hello,

I have an Excel database file, and am merging into a Word document. I am
familiar with Word's merge process. However, I have a field in the database
called RADIO that is a 3-digit number, or the field may be blank. The Word
document displays the blank fields as a zero. I want them to be blank. I
have read previous posts about using switches within my mergefield, and they
kind of make sense, but none seem to be the right fix for my particular need.

Currently displayed in Word document: {Mergefield "Radio"}
I need this to only display text if not blank in database.

Any assistance is greatly appreciated!

Julie ~ reluctantly switching from WordPerfect to Word (sheesh!)

 

[macropod]

Hi malycom,

If you want an alpha-numeric string (eg an address) to appear in full, delete the picture switch - it's only intended to suppress 0s
in empty numeric fields. Using it elsewhere returns just the number - as you've discovered.

--
Cheers
macropod
[MVP - Microsoft Word]

Macprod, this has helped me a little also, but if you are still viewing this
2 years on, I wonder if you cousl assist a little more?

I have also used your {MERGEFIELD ExcelData \# 0;;} example in fields but
there are instances where there are problems.

If an address is '43 something street', the result coming back is '43' with
the rest of the line missing.

This seems to happen everywhere there is more than one word in a mergefield.
Any time there is a space, the data inserted stops at the first space.

Is there anything you can suggest?

Regards

Hi JB,

You can fix this by adding a numeric picture switch to the field. To do
this:
.. select your mergefield and press Shift-F9 to expose the code. It should
look something like:
{MERGEFIELD ExcelData}
where 'ExcelData' is you field name
.. delete anything after 'ExcelData' and add '\# 0;;') to the field so that
you've got:
'{MERGEFIELD ExcelData \# 0;;}'
.. press F9 to update the field
.. run your mailmerge

Cheers

--
macropod
[MVP - Microsoft Word]

Hello,

I have an Excel database file, and am merging into a Word document. I am
familiar with Word's merge process. However, I have a field in the database
called RADIO that is a 3-digit number, or the field may be blank. The Word
document displays the blank fields as a zero. I want them to be blank. I
have read previous posts about using switches within my mergefield, and they
kind of make sense, but none seem to be the right fix for my particular need.

Currently displayed in Word document: {Mergefield "Radio"}
I need this to only display text if not blank in database.

Any assistance is greatly appreciated!

Julie ~ reluctantly switching from WordPerfect to Word (sheesh!)

 

[malycom]

Thanks for your reply Macprod - Unfortunately, I have no idea what a picture
switch is. I think I have enough to be able to do what I need for now.

Thanks for your reply though

Regards

Hi malycom,

If you want an alpha-numeric string (eg an address) to appear in full, delete the picture switch - it's only intended to suppress 0s
in empty numeric fields. Using it elsewhere returns just the number - as you've discovered.

--
Cheers
macropod
[MVP - Microsoft Word]

Macprod, this has helped me a little also, but if you are still viewing this
2 years on, I wonder if you cousl assist a little more?

I have also used your {MERGEFIELD ExcelData \# 0;;} example in fields but
there are instances where there are problems.

If an address is '43 something street', the result coming back is '43' with
the rest of the line missing.

This seems to happen everywhere there is more than one word in a mergefield.
Any time there is a space, the data inserted stops at the first space.

Is there anything you can suggest?

Regards

Hi JB,

You can fix this by adding a numeric picture switch to the field. To do
this:
.. select your mergefield and press Shift-F9 to expose the code. It should
look something like:
{MERGEFIELD ExcelData}
where 'ExcelData' is you field name
.. delete anything after 'ExcelData' and add '\# 0;;') to the field so that
you've got:
'{MERGEFIELD ExcelData \# 0;;}'
.. press F9 to update the field
.. run your mailmerge

Cheers

--
macropod
[MVP - Microsoft Word]


"JB reluctantly from WP" <[email protected]>
wrote in message Hello,

I have an Excel database file, and am merging into a Word document. I am
familiar with Word's merge process. However, I have a field in the
database
called RADIO that is a 3-digit number, or the field may be blank. The
Word
document displays the blank fields as a zero. I want them to be blank. I
have read previous posts about using switches within my mergefield, and
they
kind of make sense, but none seem to be the right fix for my particular
need.

Currently displayed in Word document: {Mergefield "Radio"}
I need this to only display text if not blank in database.

Any assistance is greatly appreciated!

Julie ~ reluctantly switching from WordPerfect to Word (sheesh!)

 

[macropod]

Hi malycom,

The picture switch in this case is '\# 0;;' - and is referred to as such in my old post that you included in your initial post.

Simply delete it and run your mailmerge.

--
Cheers
macropod
[MVP - Microsoft Word]

Thanks for your reply Macprod - Unfortunately, I have no idea what a picture
switch is. I think I have enough to be able to do what I need for now.

Thanks for your reply though

Regards

Hi malycom,

If you want an alpha-numeric string (eg an address) to appear in full, delete the picture switch - it's only intended to suppress
0s
in empty numeric fields. Using it elsewhere returns just the number - as you've discovered.

--
Cheers
macropod
[MVP - Microsoft Word]

Macprod, this has helped me a little also, but if you are still viewing this
2 years on, I wonder if you cousl assist a little more?

I have also used your {MERGEFIELD ExcelData \# 0;;} example in fields but
there are instances where there are problems.

If an address is '43 something street', the result coming back is '43' with
the rest of the line missing.

This seems to happen everywhere there is more than one word in a mergefield.
Any time there is a space, the data inserted stops at the first space.

Is there anything you can suggest?

Regards

:

Hi JB,

You can fix this by adding a numeric picture switch to the field. To do
this:
.. select your mergefield and press Shift-F9 to expose the code. It should
look something like:
{MERGEFIELD ExcelData}
where 'ExcelData' is you field name
.. delete anything after 'ExcelData' and add '\# 0;;') to the field so that
you've got:
'{MERGEFIELD ExcelData \# 0;;}'
.. press F9 to update the field
.. run your mailmerge

Cheers

--
macropod
[MVP - Microsoft Word]


"JB reluctantly from WP" <[email protected]>
wrote in message Hello,

I have an Excel database file, and am merging into a Word document. I am
familiar with Word's merge process. However, I have a field in the
database
called RADIO that is a 3-digit number, or the field may be blank. The
Word
document displays the blank fields as a zero. I want them to be blank. I
have read previous posts about using switches within my mergefield, and
they
kind of make sense, but none seem to be the right fix for my particular
need.

Currently displayed in Word document: {Mergefield "Radio"}
I need this to only display text if not blank in database.

Any assistance is greatly appreciated!

Julie ~ reluctantly switching from WordPerfect to Word (sheesh!)

 

[Peter Jamieson]

The "picture switch" is the "\# 0;;" part of the field which specifies a
format for your data.

In this case "\#" is the switch and "0;;" is the picture.

"switch" and "picture" are both longstanding computer jargon - "switch"
referring to something that alters the behaviour of a "command" of some
kind. In this case the "command" is a field code. "picture" because a
format such as "0.00" is in a sense a "picture" of how the data should look.


Peter Jamieson

http://tips.pjmsn.me.uk

Thanks for your reply Macprod - Unfortunately, I have no idea what a picture
switch is. I think I have enough to be able to do what I need for now.

Thanks for your reply though

Regards

Hi malycom,

If you want an alpha-numeric string (eg an address) to appear in full, delete the picture switch - it's only intended to suppress 0s
in empty numeric fields. Using it elsewhere returns just the number - as you've discovered.

--
Cheers
macropod
[MVP - Microsoft Word]

Macprod, this has helped me a little also, but if you are still viewing this
2 years on, I wonder if you cousl assist a little more?

I have also used your {MERGEFIELD ExcelData \# 0;;} example in fields but
there are instances where there are problems.

If an address is '43 something street', the result coming back is '43' with
the rest of the line missing.

This seems to happen everywhere there is more than one word in a mergefield.
Any time there is a space, the data inserted stops at the first space.

Is there anything you can suggest?

Regards

:

Hi JB,

You can fix this by adding a numeric picture switch to the field. To do
this:
.. select your mergefield and press Shift-F9 to expose the code. It should
look something like:
{MERGEFIELD ExcelData}
where 'ExcelData' is you field name
.. delete anything after 'ExcelData' and add '\# 0;;') to the field so that
you've got:
'{MERGEFIELD ExcelData \# 0;;}'
.. press F9 to update the field
.. run your mailmerge

Cheers

--
macropod
[MVP - Microsoft Word]


"JB reluctantly from WP" <[email protected]>
wrote in message Hello,

I have an Excel database file, and am merging into a Word document. I am
familiar with Word's merge process. However, I have a field in the
database
called RADIO that is a 3-digit number, or the field may be blank. The
Word
document displays the blank fields as a zero. I want them to be blank. I
have read previous posts about using switches within my mergefield, and
they
kind of make sense, but none seem to be the right fix for my particular
need.
Currently displayed in Word document: {Mergefield "Radio"}
I need this to only display text if not blank in database.

Any assistance is greatly appreciated!

Julie ~ reluctantly switching from WordPerfect to Word (sheesh!)

 

[malycom]

Thanks Peter - Really useful info there. That makes a lot of sense now.

Regards

The "picture switch" is the "\# 0;;" part of the field which specifies a
format for your data.

In this case "\#" is the switch and "0;;" is the picture.

"switch" and "picture" are both longstanding computer jargon - "switch"
referring to something that alters the behaviour of a "command" of some
kind. In this case the "command" is a field code. "picture" because a
format such as "0.00" is in a sense a "picture" of how the data should look.


Peter Jamieson

http://tips.pjmsn.me.uk

Thanks for your reply Macprod - Unfortunately, I have no idea what a picture
switch is. I think I have enough to be able to do what I need for now.

Thanks for your reply though

Regards

Hi malycom,

If you want an alpha-numeric string (eg an address) to appear in full, delete the picture switch - it's only intended to suppress 0s
in empty numeric fields. Using it elsewhere returns just the number - as you've discovered.

--
Cheers
macropod
[MVP - Microsoft Word]


Macprod, this has helped me a little also, but if you are still viewing this
2 years on, I wonder if you cousl assist a little more?

I have also used your {MERGEFIELD ExcelData \# 0;;} example in fields but
there are instances where there are problems.

If an address is '43 something street', the result coming back is '43' with
the rest of the line missing.

This seems to happen everywhere there is more than one word in a mergefield.
Any time there is a space, the data inserted stops at the first space.

Is there anything you can suggest?

Regards

:

Hi JB,

You can fix this by adding a numeric picture switch to the field. To do
this:
.. select your mergefield and press Shift-F9 to expose the code. It should
look something like:
{MERGEFIELD ExcelData}
where 'ExcelData' is you field name
.. delete anything after 'ExcelData' and add '\# 0;;') to the field so that
you've got:
'{MERGEFIELD ExcelData \# 0;;}'
.. press F9 to update the field
.. run your mailmerge

Cheers

--
macropod
[MVP - Microsoft Word]


"JB reluctantly from WP" <[email protected]>
wrote in message Hello,

I have an Excel database file, and am merging into a Word document. I am
familiar with Word's merge process. However, I have a field in the
database
called RADIO that is a 3-digit number, or the field may be blank. The
Word
document displays the blank fields as a zero. I want them to be blank. I
have read previous posts about using switches within my mergefield, and
they
kind of make sense, but none seem to be the right fix for my particular
need.
Currently displayed in Word document: {Mergefield "Radio"}
I need this to only display text if not blank in database.

Any assistance is greatly appreciated!

Julie ~ reluctantly switching from WordPerfect to Word (sheesh!)

 

[njt]

I have a similar problem as JB except my mail merge can result in a number
such as $5,000.00 or it may be $0.00 or it may be blank. I used the example
you gave JB (i.e., {MERGEFIELD ExcelData \# 0;;}'), and it works great for my
blanks and my numbers such as $5,000 but if the value is $0.00 it shows as a
blank after I mail merge. How can I get my $0.00 values to show as zeros,
but my blanks to show as blanks.

Thanks so much for your time!

njt

Hi JB,

You can fix this by adding a numeric picture switch to the field. To do
this:
.. select your mergefield and press Shift-F9 to expose the code. It should
look something like:
{MERGEFIELD ExcelData}
where 'ExcelData' is you field name
.. delete anything after 'ExcelData' and add '\# 0;;') to the field so that
you've got:
'{MERGEFIELD ExcelData \# 0;;}'
.. press F9 to update the field
.. run your mailmerge

Cheers

--
macropod
[MVP - Microsoft Word]

Hello,

I have an Excel database file, and am merging into a Word document. I am
familiar with Word's merge process. However, I have a field in the database
called RADIO that is a 3-digit number, or the field may be blank. The Word
document displays the blank fields as a zero. I want them to be blank. I
have read previous posts about using switches within my mergefield, and they
kind of make sense, but none seem to be the right fix for my particular need.

Currently displayed in Word document: {Mergefield "Radio"}
I need this to only display text if not blank in database.

Any assistance is greatly appreciated!

Julie ~ reluctantly switching from WordPerfect to Word (sheesh!)

 

[Doug Robbins - Word MVP on news.microsoft.com]

Use

{MERGEFIELD ExcelData \# "$,0.00;($,0.00);" }

or if you prefer

{MERGEFIELD ExcelData \# "$,0.00;-$,0.00;" }

--
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, originally posted via msnews.microsoft.com

I have a similar problem as JB except my mail merge can result in a number
such as $5,000.00 or it may be $0.00 or it may be blank. I used the
example
you gave JB (i.e., {MERGEFIELD ExcelData \# 0;;}'), and it works great for
my
blanks and my numbers such as $5,000 but if the value is $0.00 it shows as
a
blank after I mail merge. How can I get my $0.00 values to show as zeros,
but my blanks to show as blanks.

Thanks so much for your time!

njt

Hi JB,

You can fix this by adding a numeric picture switch to the field. To do
this:
.. select your mergefield and press Shift-F9 to expose the code. It
should
look something like:
{MERGEFIELD ExcelData}
where 'ExcelData' is you field name
.. delete anything after 'ExcelData' and add '\# 0;;') to the field so
that
you've got:
'{MERGEFIELD ExcelData \# 0;;}'
.. press F9 to update the field
.. run your mailmerge

Cheers

--
macropod
[MVP - Microsoft Word]


"JB reluctantly from WP" <[email protected]>
wrote in message

Hello,

I have an Excel database file, and am merging into a Word document. I
am
familiar with Word's merge process. However, I have a field in the database
called RADIO that is a 3-digit number, or the field may be blank. The Word
document displays the blank fields as a zero. I want them to be blank.
I
have read previous posts about using switches within my mergefield, and they
kind of make sense, but none seem to be the right fix for my particular need.

Currently displayed in Word document: {Mergefield "Radio"}
I need this to only display text if not blank in database.

Any assistance is greatly appreciated!

Julie ~ reluctantly switching from WordPerfect to Word (sheesh!)

 

[njt]

Doug,

Thanks for your response. I tried your suggestion but in my word report I
am still just getting numbers in excess of $0 (ex. $5,000) or a blank. If
the number in the Access column is entered as a $0 it shows up in my word
document as a blank. I need to make a distinction between the access entries
where we have entered $0 and entries where we have intentionally left a
blank. Any suggestions?

Thanks, Jaree

Use

{MERGEFIELD ExcelData \# "$,0.00;($,0.00);" }

or if you prefer

{MERGEFIELD ExcelData \# "$,0.00;-$,0.00;" }

--
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, originally posted via msnews.microsoft.com

I have a similar problem as JB except my mail merge can result in a number
such as $5,000.00 or it may be $0.00 or it may be blank. I used the
example
you gave JB (i.e., {MERGEFIELD ExcelData \# 0;;}'), and it works great for
my
blanks and my numbers such as $5,000 but if the value is $0.00 it shows as
a
blank after I mail merge. How can I get my $0.00 values to show as zeros,
but my blanks to show as blanks.

Thanks so much for your time!

njt

Hi JB,

You can fix this by adding a numeric picture switch to the field. To do
this:
.. select your mergefield and press Shift-F9 to expose the code. It
should
look something like:
{MERGEFIELD ExcelData}
where 'ExcelData' is you field name
.. delete anything after 'ExcelData' and add '\# 0;;') to the field so
that
you've got:
'{MERGEFIELD ExcelData \# 0;;}'
.. press F9 to update the field
.. run your mailmerge

Cheers

--
macropod
[MVP - Microsoft Word]


"JB reluctantly from WP" <[email protected]>
wrote in message
Hello,

I have an Excel database file, and am merging into a Word document. I
am
familiar with Word's merge process. However, I have a field in the
database
called RADIO that is a 3-digit number, or the field may be blank. The
Word
document displays the blank fields as a zero. I want them to be blank.
I
have read previous posts about using switches within my mergefield, and
they
kind of make sense, but none seem to be the right fix for my particular
need.

Currently displayed in Word document: {Mergefield "Radio"}
I need this to only display text if not blank in database.

Any assistance is greatly appreciated!

Julie ~ reluctantly switching from WordPerfect to Word (sheesh!)

 

[Doug Robbins - Word MVP on news.microsoft.com]

You are going to need to use an If...then...Else field construction

{ IF { MERGEFIELD ExcelData } = 0 "$0.00" {MERGEFIELD ExcelData \#
"$,0.00;($,0.00);" }}

or maybe

{ IF { MERGEFIELD ExcelData } <> "" {IF { MERGEFIELD ExcelData } > 0
{MERGEFIELD ExcelData \# "$,0.00;($,0.00);" } "$0.00" } "" }

--
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, originally posted via msnews.microsoft.com

Doug,

Thanks for your response. I tried your suggestion but in my word report I
am still just getting numbers in excess of $0 (ex. $5,000) or a blank. If
the number in the Access column is entered as a $0 it shows up in my word
document as a blank. I need to make a distinction between the access
entries
where we have entered $0 and entries where we have intentionally left a
blank. Any suggestions?

Thanks, Jaree

Use

{MERGEFIELD ExcelData \# "$,0.00;($,0.00);" }

or if you prefer

{MERGEFIELD ExcelData \# "$,0.00;-$,0.00;" }

--
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, originally posted via msnews.microsoft.com

I have a similar problem as JB except my mail merge can result in a
number
such as $5,000.00 or it may be $0.00 or it may be blank. I used the
example
you gave JB (i.e., {MERGEFIELD ExcelData \# 0;;}'), and it works great
for
my
blanks and my numbers such as $5,000 but if the value is $0.00 it shows
as
a
blank after I mail merge. How can I get my $0.00 values to show as
zeros,
but my blanks to show as blanks.

Thanks so much for your time!

njt


:

Hi JB,

You can fix this by adding a numeric picture switch to the field. To
do
this:
.. select your mergefield and press Shift-F9 to expose the code. It
should
look something like:
{MERGEFIELD ExcelData}
where 'ExcelData' is you field name
.. delete anything after 'ExcelData' and add '\# 0;;') to the field so
that
you've got:
'{MERGEFIELD ExcelData \# 0;;}'
.. press F9 to update the field
.. run your mailmerge

Cheers

--
macropod
[MVP - Microsoft Word]


"JB reluctantly from WP"
<[email protected]>
wrote in message
Hello,

I have an Excel database file, and am merging into a Word document.
I
am
familiar with Word's merge process. However, I have a field in the
database
called RADIO that is a 3-digit number, or the field may be blank.
The
Word
document displays the blank fields as a zero. I want them to be
blank.
I
have read previous posts about using switches within my mergefield,
and
they
kind of make sense, but none seem to be the right fix for my
particular
need.

Currently displayed in Word document: {Mergefield "Radio"}
I need this to only display text if not blank in database.

Any assistance is greatly appreciated!

Julie ~ reluctantly switching from WordPerfect to Word (sheesh!)