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Mail Merge Text Problems in Word 2007

Posted on 2008-06-24
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I am doing a mail merge in word that I originally did in Office 2003.  The datasource is just an html file that contains a table of data.

The problem we had in 2003 was that if one table row had a large string of data and others were short the large string of data would get cut off around 255 characters.

I found that this was a problem with mail merge and that all data must be above 255 for it not to get cut off.  To solve this we just added some " " into our table row for the short pieces of data and that fixed the problem.

The issue I'm having now is that in 2007 the cut off problem still exists but   no longer creates a blank space, it actually shows   the text.   So Office 2007 is not properly formatting this html.

Does anyone know how to fix this, or another solution for the cropping text issue that happens with mail merge?
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Question by:biznick
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redrumkev earned 2000 total points
ID: 21860537
Biznick,

First of all (if you have some time) read this: http://tips.pjmsn.me.uk/t0003.htm As it has a lot of help and other issues that you may already run into (and not know it) or probably will down the road.

Now, since you said "... or another solution", here goes. First of all, I really like Excel and try to use that as much as possible for my mail merges and for a number of reason.

1. I can edit text and cut/paste things easily (compared to Database queries)
2. Most people are at least somewhat comfortable using it
3. It seems to work well with mail merges

If you were to import your html into Excel, you could use some of the text features to create the correct length you need.

So what you could do this is:

Have 2 (or more) columns (255 in the first and 255 in the second). A formula could cut all text at 255 on and paste that to the next column.

255   102   = 357 total
232    no cut = 232 total

To add the spaces (to have more than 255 in a column) add everything to your spreadsheet. Lets say the information you want that has to be greater than 255 is in column D. put this formula

=LEFT(D1 & REPT(" ", 1000), MAX(LEN(D$1:D$1000)))

Where D1 is your first cell of data and D$1000 is your last (adjust these to your range). This will go through, find the max length and add spaces to all entires that are less than that. So if you had 357 as your maximun character count and the one below it had 207, this would add 150 spaces to the end, so that both were 357 characters in lenght.

Hope this helps,
Kevin
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