ASK or FILLIN Appears for Every Record

• Microsoft Word for Windows, versions 2.0, 2.0a, 2.0a-cd, 2.0b, 2.0c

SYMPTOMS

In a mail merge where an ASK or FILLIN box should appear given certain conditions, the box appears for every record even when the merge conditions aren't met.

For example, in the following field, the FILLIN box appears for every record, even when the Gender field is "M":

   {IF {MERGEFIELD gender} = "F" "{FILLIN "Mrs. or Ms.?"}" "Mr."}

CAUSE

This problem occurs because of the order in which fields update. The innermost fields are updated first. Thus, the FILLIN field is evaluated before the IF field.

RESOLUTION

Create a glossary entry for each condition.

Change the field to the following structure and create glossary entries that consist of the true condition text and the false condition text:

   {GLOSSARY {IF {MERGEFIELD fieldname} = "test" "Glossary1" "Glossary2"}}

   {GLOSSARY {IF {MERGEFIELD gender} = "F" "Fill" "Mister"}}

To create the glossary entries:

1. Type the text of the first glossary item. For example, type:

         {FILLIN "Mrs. Or Ms.?"}
   

2. Select the text.

3. From the Edit menu, choose Glossary.

4. In the Glossary Name box, type a name for the glossary item.

5. Choose Define.

6. Repeat steps 1-5 for the second glossary item.