WD: Address in Envelopes And Labels Blank or Shows Date or Text

ID: Q176570

The information in this article applies to:

• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows NT, version 6.0
• Microsoft Word for Windows 95, versions 7.0, 7.0a
• Microsoft Word for the Macintosh, versions 6.0, 6.0.1, 6.0.1a
• Microsoft Word 98 Macintosh Edition

SYMPTOMS

When your letter or document contains an address and you click Envelopes And Labels on the Tools menu, the proposed address on the Envelope or Label tab may either be blank or it may include a date or other text.

NOTE: In Word 6.x, this problem occurs only with the Labels tab (the Envelope tab contains the correct address).

CAUSE

Word will not propose the correct address in the Envelopes or Labels tab for the following reasons.

Case 1: The Address Line Is Blank

This problem may occur for the following reasons:

• The address lines (paragraphs) include a field such as a Date or Time field.

        <P>
        Microsoft Corporation<P>
        One Microsoft Way<P>
        Redmond, WA. 98052-6399<tab><tab><tab><tab><tab>{Date}<P>
        <P>
  

  -or-

• One or more of the address lines includes multiple spaces.

        <P>
        Microsoft Corporation<P>
        One Microsoft Way<P>
        Redmond, WA. 98052-6399<space><space><space><space><space><P>
        <P>
  

  NOTE: This problem seems to occur when there are around forty 40 spaces either before or after the address line.

  -or-

• The address lines begin with tabs.

        <P>
        <tab>Microsoft Corporation<P>
        <tab>One Microsoft Way<P>
        <tab>Redmond, WA. 98052-6399<P>
        <P>
  

• The address lines begin with a large indentation.

        <P>
        < i n d e n t a t i o n >Microsoft Corporation<P>
        < i n d e n t a t i o n >One Microsoft Way<P>
        < i n d e n t a t i o n >Redmond, WA. 98052-6399<P>
        <P>
  

        Indentations greater than one-inch usually cause this problem. To
        apply an indentation, do one of the following:
  

         - Click the Increase Indent button on the Formatting toolbar.
  

           -or-
  
         - On the Format menu, click Paragraph and then on the Indents and
           Spacing tab, set the Indentation Left to the desired value.
  
  

Case 2: Word Proposes an Address That Includes Too Much Text

This problem occurs when any of the lines of the address include text that is separated from the address by tabs or if text or if the Date field (or if any other field) is immediately above or below the address.

This problem may occur when you do any of the following:

• On the last line of the address, you press tab several times and then the date is entered as text.

        <P>
        Microsoft Corporation<P>
        One Microsoft Way<P>
        Redmond, WA 98052-6399<tab><tab><tab><tab>November 10, 1997<P>
        <P>
  

  -or-

• When the Date (or other text) is on a line immediately above or below the address.

        <P>
        Date typed as text (or other text)<P>
        Microsoft Corporation<P>
        One Microsoft Way<P>
        Redmond, WA 98052-6399<P>
        <P>
  

  -or-

• When the Date (or other field) is on a line immediately above or below the address.

        <P>
        {Date} (or other field)<P>
        Microsoft Corporation<P>
        One Microsoft Way<P>
        Redmond, WA. 98052-6399<P>
        <P>
  

WORKAROUND

To work around this problem, do either of the following:

• Remove any fields, spaces, tabs or indentations from the address lines.

        NOTE: Using fewer than 40 spaces, or indentations of one-inch or less
        seems to work fine.
  

  -or-

• Type the Date (or other text), or insert the Date field (or other field), either above or below the address lines, separating the text or field from the address lines by a blank line.

  NOTE: Do not include any additional text, fields, tabs, spaces or indentations on the same lines as the address.

STATUS

Microsoft has confirmed this to be a problem in the Microsoft products listed at the beginning of this article.

MORE INFORMATION

Word searches for certain criteria in which to correctly present an address in the Envelopes And Labels dialog box.

For additional information, please see the following articles in the Microsoft Knowledge Base:

   ARTICLE-ID: Q78594
   TITLE     : WD: Word Doesn't Propose Correct "Address To"

   ARTICLE-ID: Q176191
   TITLE     : WD: Text Fails to Appear in Envelopes/Labels Delivery Box

Keywords          : kbdta wordnt kbenvelope macword98 winword ntword macword 
Version           : MACINTOSH:6.0,6.0.1,6.0.1a; WINDOWS:6.0,6.0a,6.0c,7.0,7.0a; WINNT:6.0
Platform          : MACINTOSH WINDOWS winnt
Issue type        : kbprb
Solution Type     : kbpending

Last Reviewed: February 13, 1999