Unexpected Text or Field After ZIP Code in Letter Templates

ID: Q117344

The information in this article applies to:

Microsoft Word for Windows, versions 2.0, 2.0a, 2.0a-CD, 2.0b, 2.0c, 6.0, 6.0a
Microsoft Windows operating system versions 3.0, 3.1

SYMPTOMS

An unexpected hidden field or unwanted text (###) may appear after the ZIP Code in the return address of a letter based on the following Word for Windows templates:

   LETBLOCK.DOT
   LETMDSEM.DOT
   LETMODBK.DOT
   LETPERSN.DOT

These letter templates are supplied with Word 2.x for Windows, and are available from Microsoft in Word 6.0 for Windows format as an Application Note titled "WD0264: Updated Word 2.x Templates for Use with Word 6.0." For additional information, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID: Q112458
   TITLE     : WD6x: WD0264: Updated Word 2.x Templates for Use with
               Word 6.0

CAUSE

The unwanted characters or hidden fields appear in your letter if any element of your address begins with one of the following Word field names:

  *ADVANCE
   AUTONUM
   AUTONUMLGL
   AUTONUMOUT
  *BARCODE
   EQ
  *PRIVATE **
   RD
   SYMBOL
   XE **
   TA **
   TC **

  *  = New Word 6.0 field
  ** = Field that displays as hidden text

For example, if your company name is Symbol Technologies, Inc., Word inserts the following field that beings with a backslash (\) character:

   {\Symbol Technologies, Inc.}

Below is a sample showing how Word displays this field at the end of the return address in your letter document:

   With field codes turned on:

      Seattle, WA 98543{\Symbol Technologies, Inc.}

   With field codes turned off:

      Seattle, WA 98543###

WORKAROUNDS

Method 1: In the Address The Letter To dialog box that appears when you

          create a new letter, type a space at the beginning of any box in
          which the text begins with one of the field names listed above.
          For example, if the Company box contains "Barcode Bill's Bargain
          Basement", type a space before "Barcode." After the macro runs,
          you can delete the extra space from your letter.

Method 2: Use the instructions below to modify the macros in the letter

          template that cause this problem. After you modify these macros,
          Word no longer inserts the unwanted characters or hidden fields
          in your letters. You must correct existing letter documents
          manually.

          WARNING: ANY USE BY YOU OF THE CODE PROVIDED IN THIS ARTICLE IS
          AT YOUR OWN RISK. Microsoft provides this macro code "as is"
          without warranty of any kind, either express or implied,
          including but not limited to the implied warranties of
          merchantability and/or fitness for a particular purpose.

          Note: These instructions are for Word 6.0 only.

          a. Open your letter document and then choose Templates from the
             File menu.

          b. Note the name of the template in the Document Template box
             (such as LETBLOCK, LETPERSN, LETMODBK, LETMDSEM), then
             choose Cancel to close the File Templates dialog box.

          c. Close the letter document.

          d. In Windows File Manager, make a backup copy of your letter
             template.

          e. Open the letter template in Word.

          f. From the Tools menu, choose Macro.

          g. Select the name of your letter template from the Macros
             Available In list.

          h. From the Macro Name list, select AutoNew, then choose the
             Edit button.

          i. From the Edit menu, choose Replace.

          j. In the Find What box, type "\" (include the quotation marks.)

          k. In the Replace With box, type "~" (include the quotation
             marks.)

          l. Choose the Replace All button, then choose the Close button.

          m. Close the macro editing window and choose Yes when Word
             prompts you to save the changes to the macro.

          n. Repeat steps f through m above for the InsertSalutationStyle
             macro.

          o. Save and close the letter template file.

Additional reference words: ### shipped updated converted extra extraneous

Keywords          : kbtemplate winword word6 winword2 
Version           : 2.00 2.00a 2.00a-CD 2.00b 2.00c
Platform          : WINDOWS

Last Reviewed: June 28, 1998