Microsoft KB Archive/89831

= Comma in Quoted Text Causes Conversion to Two Columns in Table =

Article ID: 89831

Article Last Modified on 11/16/2006

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APPLIES TO


 * Microsoft Word 1.0 Standard Edition
 * Microsoft Word 1.1 Standard Edition
 * Microsoft Word 1.1 Standard Edition
 * Microsoft Word 2.0 Standard Edition
 * Microsoft Word 2.0a
 * Microsoft Office Word 2003
 * Microsoft Word 2.0c
 * Microsoft Word 6.0 Standard Edition
 * Microsoft Word 6.0a
 * Microsoft Word 6.0c
 * Microsoft Word 95 Standard Edition
 * Microsoft Word 95a
 * Microsoft Word 97 Standard Edition

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This article was previously published under Q89831



SUMMARY
In a Word for Windows comma- or tab-delimited document, when a quoted text field contains a comma (used as punctuation), Word for Windows breaks the quoted text into two columns when you convert it to a table. The text to the left of the comma is placed in the first column and the text to the right of the comma is placed in the second column. This occurs because Word for Windows does not differentiate between commas used as delimiters and commas used as punctuation.

When you convert such text to a table, you must merge the two columns with the Merge Cells command.



MORE INFORMATION
The following is a sample comma-delimited data document:

Andy Slagg,&quot;Ashland, OR&quot;,97520

Walt Moore,&quot;Santa Monica, CA&quot;,97007

Dave Fay,&quot;Bellevue, WA&quot;,98005

The following table resembles the table you would get by selecting the text above and choosing Insert Table from the Table menu (in versions 1.0, 1.1 and 1.1a of Word for Windows, choose Table from the Insert menu):   -- |Andy Slagg  |&quot;Ashland       |OR&quot;    |97520  | |Walt Moore  |&quot;Santa Monica  |CA&quot;    |97007  | |Dave Fay    |&quot;Bellevue      |WA&quot;    |98005  | -- If Word for Windows converted the text in quotation marks correctly, the table would look like this:   --- |Andy Slagg  |Ashland, OR        |97520  | |Walt Moore  |Santa Monica, CA   |97007  | |Dave Fay    |Bellevue, WA       |98005  | ---



WORKAROUND

 * 1) In the comma-delimited data file, select all the data records.
 * 2) From the Table menu, choose Insert Table.
 * 3) To merge the two columns that contain the separated data, select both columns and choose Merge Cells from the Table menu. Note that Word for Windows inserts a paragraph mark in the text of the merged columns.
 * 4) From the Edit menu, choose Replace. In the Find What box type ^p . In the Replace With box type, . Choose the Replace All button.
 * 5) In the Find What box, type a quotation mark ( &quot; ). Clear the contents of the Replace With box (it should be blank). Choose the Replace All button. Choose the Close button.

