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Word Mail merge shifting fields if blank

Aloha I am using mail merge for the first time pretty successfully at thi spoint but I know there is alot more that can be done. Is there a way if a value is returned in a column that you can shift the bottom rows up. for example.

I dont want this
Ted Turner
123 main st.

Atlanta GA, 01921

I want this
Ted Turner
123 main st.
Atlanta GA, 01921

Office ProductivityMicrosoft Word

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Wonderwall
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honestman31

in the mail merge Recipients  sort by names then just uncheck the empty names
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honestman31

see this attachment
ZA001110953.gif
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Wonderwall

ASKER

Ok, based on the example you have above I would have a Street address 2 which would have apt # lets say. In most cases this would be blank if it is then I need the city, state and zip to move up. I am wondering how do I chcek for a specific value and if it is blank or is equal to a value I don't want to print can I shift the rows printed up?

 
Avatar of Ingeborg Hawighorst (Microsoft MVP / EE MVE)
Hello,

you can edit the field codes in Word to skip empty fields.

Hit Alt-F9 to see all Field codes. It will look something like

{ MERGEFIELD  "name" }
{ MERGEFIELD   "address1" }
{ MERGEFIELD   "address2" }
{ MERGEFIELD  "city" }

If you want to change the settings to skip the "address2" field if it is empty, follow these steps:

Highlight the line with "address2", then hit Ctrl-F9. This will encase the merge field into a new field, putting brackets before and after it. Then edit this to look like:

{ MERGEFIELD  "name" }
{ MERGEFIELD   "address1" }
{ IF { MERGEFIELD   "address2" } <> "" "{MERGEFIELD "address2" }
" ""}{ MERGEFIELD  "city" }

You can simply type the IF next to the new bracket, then add the <> signs. To insert the second Mergefield, hit Ctrl-F9 again after the <> "" " 
Then manually type MERGEFIELD "address2" into the new set of brackets. Note that the paragraph mark sits inside a pair of double quotes.

The syntax for the IF statement in Word Field codes is { IF <condition> "this is printed on true" "this happens on false" }

Note that the false action is just an empty string and no paragraph mark after that. Then the "city" field will follow directly after the address1.

cheers, teylyn
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Wonderwall

ASKER

Ok great one more thing if I wanted to not print a column value if it hit a specific value, let's say in the case "Apt 2" then I am assuming I can use this? Mahalo

 MERGEFIELD  "name" }
{ MERGEFIELD   "address1" }
{ IF { MERGEFIELD   "address2" } <> "Apt 2" "{MERGEFIELD "address2" }
" ""}{ MERGEFIELD  "city" }

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Ingeborg Hawighorst (Microsoft MVP / EE MVE)
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ASKER

thx dude
Microsoft Word
Microsoft Word

Microsoft Word is a commercial document editing program that is part of the Microsoft Office suite. It features numerous text-editing tools for creating richly formatted documents, along with tools for the use of macros in Word documents. Word's native file formats are denoted either by a .doc or .docx file extension. Plugins permitting the Windows versions of Word to read and write formats it does not natively support, such as the OpenDocument format (ODF) are available. Word can import and display images in common bitmap formats such as JPG and GIF. It can also be used to create and display simple line-art.

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