How to Print Blank lines in merged documents?

When completing a mial merge in Word 2002, how do you
indicate to print blank lines? I have addresses that can
be from 3-6 lines. For spacing purposes I need all 6
lines to print so that information from the body of the
letter does not print in the viewable space of a windowed
envelope. For example if an address has only 3 lines, I
need the additional three blank lines to print, so that
spacing in the letter is preserved.

In Word 97 there was a check box in the Mail merge helper
that allowed you to indicate that all lines, blanks
included, must print. Is that a function available in
WORD 2002?

Surely you don't want to produce addresses with gaps between the lines? It
would be better if you added the missing lines at the end. You can do this
with a series of conditional fields at the end to test for content in each
address field and add an empty paragraph if the field is empty, or simply
put the address in a borderless frame or table cell of fixed proportions.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org




cynthia wrote:
When completing a mial merge in Word 2002, how do you
indicate to print blank lines? I have addresses that can
be from 3-6 lines. For spacing purposes I need all 6
lines to print so that information from the body of the
letter does not print in the viewable space of a windowed
envelope. For example if an address has only 3 lines, I
need the additional three blank lines to print, so that
spacing in the letter is preserved.

In Word 97 there was a check box in the Mail merge helper
that allowed you to indicate that all lines, blanks
included, must print. Is that a function available in
WORD 2002?

Thanks Graham -- But can you explain how to add the conditional fields? Currently we are using text boxes, but the conditional fields may be more appropriate.

"Graham Mayor" wrote:

Surely you don't want to produce addresses with gaps between the lines? It
would be better if you added the missing lines at the end. You can do this
with a series of conditional fields at the end to test for content in each
address field and add an empty paragraph if the field is empty, or simply
put the address in a borderless frame or table cell of fixed proportions.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org




cynthia wrote:
When completing a mial merge in Word 2002, how do you
indicate to print blank lines? I have addresses that can
be from 3-6 lines. For spacing purposes I need all 6
lines to print so that information from the body of the
letter does not print in the viewable space of a windowed
envelope. For example if an address has only 3 lines, I
need the additional three blank lines to print, so that
spacing in the letter is preserved.

In Word 97 there was a check box in the Mail merge helper
that allowed you to indicate that all lines, blanks
included, must print. Is that a function available in
WORD 2002?

Fields don't work reliably in text boxes - table cells or frames work better
and when unbordered can be used to lock the position of the address in
relation to the rest of the document. As for conditional fields, then

{If {Mergefield Fieldname1} = "" "
"}{If {Mergefield Fieldname2} = "" "
"}{If {Mergefield Fieldname3} = "" "
"}{If {Mergefield Fieldname4} = "" "
"}

placed on the end of the last line of the address will add four lines if the
four fields are empty - obviously you need to change the fieldnames to match
your data. The curly brackets are placed with CTRL+F9.


--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org




Cythia wrote:
Thanks Graham -- But can you explain how to add the conditional
fields? Currently we are using text boxes, but the conditional
fields may be more appropriate.

"Graham Mayor" wrote:

Surely you don't want to produce addresses with gaps between the
lines? It
would be better if you added the missing lines at the end. You can
do this
with a series of conditional fields at the end to test for content
in each
address field and add an empty paragraph if the field is empty, or
simply
put the address in a borderless frame or table cell of fixed
proportions.

--

Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org




cynthia wrote:
When completing a mial merge in Word 2002, how do you
indicate to print blank lines? I have addresses that can
be from 3-6 lines. For spacing purposes I need all 6
lines to print so that information from the body of the
letter does not print in the viewable space of a windowed
envelope. For example if an address has only 3 lines, I
need the additional three blank lines to print, so that
spacing in the letter is preserved.

In Word 97 there was a check box in the Mail merge helper
that allowed you to indicate that all lines, blanks
included, must print. Is that a function available in
WORD 2002?