Prevent mail merge from leaving a space when there is no data.

[Donna123]

When using mail merge in Word 2003, where is the setting you can modify to
prevent mail merge from leaving a space when there is no data for a field?
I.e., so mail merge does not leave an extra space between a first and last
name when there is no middle initial when running name tags, etc...
Thanks!

 

[Fred from NYC]

Use an IF condition as documented on this page:

http://word.mvps.org/FAQs/MailMerge/MMergeIfFields.htm

 

[Graham Mayor]

Avoid using the AddressBlock field and use the individual fields of the data
file eg

{Mergefield First_Name}{IF{Mergefield Initial} <> "" " {Mergefield
Initial}"} {Mergefield Last_Name}


--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Donna123]

Graham-I do use the individual fields, I.e. FName, MName, LName, etc...I keep
getting blank spaces between FName and LName when there is no data populating
the MName field in a record. Didn't there used to be a simple toggle checkbox
for this option in Word prior to 2003? Sigh...Thank you.

 

[Donna123]

Thanks Fred. A bit above my head but I will work on it.

 

[Doug Robbins - Word MVP]

No,

You need to use

Initial}"}[space]{Mergefield Last_Name}

Where you have a space where indicated by [space] and you do not have a
space where the [no space] appears.

--
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

 

[Peter Jamieson]

In Word 2003 you can try

{ MERGEFIELD First_Name }{ MERGEFIELD Initial \b " " } { MERGEFIELD
Last_Name }

(i.e. there is a space between the 2nd and third fields) or even

{ MERGEFIELD First_Name }{ MERGEFIELD Initial \b " " }{ MERGEFIELD Last_Name
\b " " }

Peter Jamieson