DOCUMENT:Q72441 14-NOV-2000 [word97] TITLE :WD97: Suppressing Blank Spaces in a Print Merge (Mail Merge) PRODUCT :Word 97 for Windows PROD/VER:WINDOWS:97 OPER/SYS: KEYWORDS:kbualink97 kbusage kbfield word97 kbmergekbfaq ====================================================================== ------------------------------------------------------------------------------- The information in this article applies to: - Microsoft Word 97 for Windows ------------------------------------------------------------------------------- SYMPTOMS ======== When you perform a print merge (or mail merge) in Word for Windows, a blank space appears and is printed if one field on a line is blank. A common example of this situation is a line with three name fields, such as the following: {FNAME} {MI} {LNAME} In a record where all three fields are filled, the merged record spacing is correct, as in the following example: Steven B. Levy In a record where the middle initial field {MI} is blank, an extra space occurs in the merged record, as in the following example: Fukiko Ogisu Note: There are two spaces between the {FNAME} and {LNAME} results. RESOLUTION ========== You can eliminate this extra space by using the conditional IF statements as in the following examples: The following conditional IF field will eliminate a blank space caused by an empty middle initial field: {FNAME} {IF {MI} <> "" "{MI} "}{LNAME} The following conditional MERGEFIELD field will remove blank spaces in any field. For example, given the following fields, {Prefix} {FirstName} {LastName} the following conditional statements will properly suppress the space normally included for any blank fields: {IF {MERGEFIELD Prefix}<>"" "{MERGEFIELD Prefix} "} {IF {MERGEFIELD FirstName}<>"" "{MERGEFIELD FirstName} "} {IF {MERGEFIELD LastName}<>"" "{MERGEFIELD LastName}"} NOTE: To enter the field characters ({}), choose Field from the Insert menu (or press CTRL+F9). Additional query words: ====================================================================== Keywords : kbualink97 kbusage kbfield word97 kbmerge kbfaq Technology : kbWordSearch kbWord97 kbWord97Search kbZNotKeyword2 Version : WINDOWS:97 Issue type : kbprb ============================================================================= THE INFORMATION PROVIDED IN THE MICROSOFT KNOWLEDGE BASE IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. MICROSOFT DISCLAIMS ALL WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL MICROSOFT CORPORATION OR ITS SUPPLIERS BE LIABLE FOR ANY DAMAGES WHATSOEVER INCLUDING DIRECT, INDIRECT, INCIDENTAL, CONSEQUENTIAL, LOSS OF BUSINESS PROFITS OR SPECIAL DAMAGES, EVEN IF MICROSOFT CORPORATION OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES SO THE FOREGOING LIMITATION MAY NOT APPLY. Copyright Microsoft Corporation 2000.