Welcome to Experts Exchange

Add your voice to the tech community where 5M+ people, just like you, are talking about what matters.

  • Help others & share knowledge
  • Earn cash & points
  • Learn & ask questions
Solved

Mail Merge Text Problems in Word 2007

Posted on 2008-06-24
1
1,412 Views
Last Modified: 2013-11-05
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?
0
Comment
Question by:biznick
1 Comment
 
LVL 23

Accepted Solution

by:
redrumkev earned 500 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
0

Featured Post

Free Tool: IP Lookup

Get more info about an IP address or domain name, such as organization, abuse contacts and geolocation.

One of a set of tools we are providing to everyone as a way of saying thank you for being a part of the community.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

It is often necessary in this forum and others to illustrate Word fields as text with the field delimiters replaced with the curly brackets that the delimiters resemble when field codes are being displayed on the document. This means that the text c…
This is written from a 'VBA for MS Word' perspective, but I am sure it applies to most other MS Office components where VBA is used.  One thing that really bugs me is slow code, ESPECIALLY when it's mine!  In programming there are so many ways to…
This video shows where to find templates, what they are used for, and how to create and save a custom template using Microsoft Word.
This Micro Tutorial well show you how to find and replace special characters in Microsoft Word. This is similar to carriage returns to convert columns of values from Microsoft Excel into comma separated lists.

839 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question