WD97:Address in Envelopes And Labels Blank or Shows Date or Text

ID: Q197198

The information in this article applies to:

• Microsoft Word 97 for Windows

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 be blank, or it may include a date or other text.

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 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 1 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>
  

Case 3: Word Proposes Only the First Line of the Address

This problem may occur when the paragraph that contains the address is formatted with Before or After Spacing.

WORKAROUND

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

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

        NOTE: Using fewer than 40 spaces, or indentations of 1 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.

      -or-
  

• Select the address paragraphs and press CTRL+Q on the keyboard. This resets the paragraph formatting. Or, on the Format menu, click Paragraph and the Indents and Spacing tab and change the Before and After setting to zero (0).

STATUS

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

Additional query words: merge

Keywords          : kbdta kbenvelope word97 kbmerge 
Platform          : WINDOWS
Issue type        : kbbug
Solution Type     : kbpending

Last Reviewed: January 30, 1999