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Word Mail merge shifting fields if blank

Posted on 2010-11-08
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Last Modified: 2012-05-10
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

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Question by:Wonderwall
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7 Comments
 
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Expert Comment

by:honestman31
ID: 34088602
in the mail merge Recipients  sort by names then just uncheck the empty names
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Expert Comment

by:honestman31
ID: 34088606
see this attachment
ZA001110953.gif
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Author Comment

by:Wonderwall
ID: 34089004
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?

 
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Expert Comment

by:teylyn
ID: 34089049
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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Author Comment

by:Wonderwall
ID: 34089080
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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Accepted Solution

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teylyn earned 500 total points
ID: 34089115
Right. If the mergefield is not = Apt 2, it will be printed, followed by a paragraph mark. Otherwise, nothing will be printed and the city field follows next.
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Author Closing Comment

by:Wonderwall
ID: 34089173
thx dude
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