Remove extra space between first and last name when there is no mi

[Jillie]

I have tried everything. I did a mail merge in Word and cannot seem to
remove the extra space between the first and last name in the address block
on the letter when no middle initial is available.

My data fields are FirstName, MiddleInitial, LastName and some people do not
have a middle initial so that field is blank for them in the data source.

When it prints, the people without a middle initial have two spaces between
their first and last names! Please help. thank you.

 

[Doug Robbins - Word MVP]

You need to use and If...then...Else field construction

{ IF { MERGEFIELD Initial } <> "" "{ MERGEFIELD Initial } { MERGEFIELD
LastName }" "{ MERGEFIELD LastName }" }

You must use Ctrl+F9 to insert each pair of field delimiters { } and you use
Alt+F9 to toggle off their display.

--
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

 

[Graham Mayor]

And instead of using the AddressBlock field use the individual fields in the
manner Doug has described.

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


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

 

[Jillie]

Thanks so much Doug and Graham,
Where in the process do I input this code? I am using the individual fields
and not the address block. i figured that out
Jillie

 

[Graham Mayor]

You enter the fields where you want the potential initial and surname to
appear. The {} bracket pairs are each inserted with CTRL+F9

The complete name construction (all on one naturally wrapped line) would be

{MERGEFIELD FirstName}<space>{ IF { MERGEFIELD Initial } <> "" "{ MERGEFIELD
Initial }<space>{MERGEFIELD LastName }"<Space>"{ MERGEFIELD LastName }" }

or alternatively

{MERGEFIELD FirstName}<Space>{ IF { MERGEFIELD Initial } <> "" "{ MERGEFIELD
Initial }<Space>"}{ MERGEFIELD LastName }

Press Space where indicated as <Space>
--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP


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

 

[Jillie]

Where in between these three fields would i put the code you suggested after
i toggle to alt F9?
«First_Name_1» «M» «Last_Name_1»

 

[Jillie]

Hi Graham.
I cut and pasted your code and am still having trouble. I am using Word
2003 and my field names are First_Name_1, M and Last_Name_1. (on the drop
down list when i choose fields to insert the M is denoted as M#, but when i
insert the field it is just M. Have you seen this before? Could you do the
code with my field names please?? I triple checked the syntax and it still
doesn't work.
thanks so much.
Jillie

 

[Doug Robbins - Word MVP]

You cannot copy and paste the code. You MUST use Ctrl + F9 to insert each
pair of { }

Using your field names, where you want the name of the person to appear use

{ MERGEFIELD First_Name_1 } { IF { MERGEFIELD M } <> "" "{ MERGEFIELD M }
{ MERGEFIELD
Last_Name_1 }" "{ MERGEFIELD Last_Name_1 }" }

If you want to avoid having to type the names of the merge fields, from the
merge field pull down insert

<<First_Name_1>> <<M>> <<M>> <<Last_Name_1>><<Last_Name_1>>

The press Alt+F9 and you should see

{ MERGEFIELD First_Name_1 } { MERGEFIELD M } { MERGEFIELD M } { MERGEFIELD
Last_Name_1 }{ MERGEFIELD Last_Name_1 }

Now select everything EXCEPT the { MERGEFIELD First_Name_1 } and press
CTRL+F9 and you should get

{ { MERGEFIELD M } { MERGEFIELD M } { MERGEFIELD Last_Name_1 }{ MERGEFIELD
Last_Name_1 } }

Inside the { { type IF and after the first { MERGEFIELD M } insert <> "" "
and between the two Last_Name_1 merge fields, insert " " and another "
between the closing } }

You must have spaces either side of the <> and between the "" and " and
between the " and ". There also needs to be a space after the { MERGEFIELD
First_Name_1 } and between the { MERGEFIELD M } and the { MERGEFIELD
Last_Name_1 }. There should be NO space however between the " and the { of
the final { MERGEFIELD Last_Name_1 }

It does not matter if the merge fields appear as { MERGEFIELD First_Name_1 }
or { MERGEFIELD "First_Name_1" }

You press Alt+F9 to toggle off the display of the mergefields.

--
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