WD: Incorrect Results Using Backslash in Conditional Merge

• Microsoft Word 97 for Windows
• Microsoft Word 98 Macintosh Edition

SYMPTOMS

When you use a conditional MergeField for a result that includes quotation marks, the result of the field will contain a backslash.

For example, if you have the following conditional statement in your mail merge main document which uses backslashes to have quotation marks appear in the result of a true condition for a record

   {IF {MERGEFIELD name} = "John Doe" "\"Now is the time...\"" "false
   condition"}

   "Now is the time...\"

WORKAROUND

To work around this problem, use a unique character in place of the quotation mark. After the merge is completed, use the Replace command to search for the unique character and replace it with a quotation mark. (Note that the character you choose should not occur elsewhere in your document.)

Example

In the merge field, use the pound sign instead of quotation marks.

   {IF {MERGEFIELD name} = "John Doe" "#Now is the time...#" "false
   condition"}

1. On the Edit menu, click Replace.

2. In the Find What box, type the unique character (the pound sign in this example).

3. In the Replace With box, type a quotation mark.

STATUS

Microsoft has confirmed this to be a problem in the Microsoft products listed at the beginning of this article. We are researching this problem and will post new information here in the Microsoft Knowledge Base as it becomes available.

MORE INFORMATION

The general syntax for a conditional {IF} field is as follows:

   {IF {MERGEFIELD name} = "John Doe" "true condition" "false condition"}

The comma also has a special use inside the {IF} field. Therefore, use the backslash before a comma as well as before the quotation mark. In addition, the backslash has a special use inside the {IF} field. Therefore, use a backslash before a backslash. In other words, use two backslashes if you want one to appear in the merged document.

For example to have the result "John said, "The file was on f:\harddrive\ my documents"", the {IF} field should have a format of:

   {IF {MERGEFIELD name} = "John Doe" "John said, \"The file was on
   f:\\harddrive\\my documents\"" "false condition"}

   John Doe said, \"The file was on f:\\harddrive\\my documents\"

   ARTICLE-ID: Q134998
   TITLE     : WD: Certain Characters Do Not Appear in Field Result

   ARTICLE-ID: Q:146648
   TITLE     : WD: How to Use Quotation Marks in a Conditional Merge Result