Microsoft KB Archive/83284

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Word for DOS 5.0 IVR Fax: Printing

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Q83284

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The information in this article applies to:


 * Microsoft Word for MS-DOS, version 5.0

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SUMMARY
 Microsoft Word for DOS, Version 5.0 Automated Product Support Service Fax-Script Questions and Answers: Print

1. Q. What is the difference between the main and data documents?

A. The main document in a print merge is the document that contains both the text and the formatting of the final document to be printed. An     example and explanation of what a main document should look like can be found in the middle of page 310 in the &quot;Using Microsoft Word&quot; manual.

The sole purpose of the data document is to hold the fields of     information to be inserted in each copy of the main document. The data document consists of a header record and data records, all single spaced, with a paragraph mark at the end of each record of     data. An example of what a data document should look like can be     found at the bottom of page 310 in the &quot;Using Microsoft Word&quot; manual.

2. Q. How do I get rid of the blank lines that occur in my final merged document when my print merge data field doesn't have any data?

A. These blank lines occur because the main document allocates a line for the field name, even when the field has no data. The solution to     this is to use an IF instruction to see if the field name has data before space is allocated for the field in the print merge. To     include an IF instruction in a print merge, type the following:

<>< >paragraph mark

There should be a space between IF and the field name. On the next line, type the following:

<<endIF paragraph mark

Note: There is no space between endIF and the paragraph mark. Using the IF statement to eliminate blank areas or lines is explained on     page 320 of the &quot;Using Microsoft Word&quot; manual.

3. Q. When I try to do a print merge, I sometimes receive error messages. What do these messages mean?

A. The error message &quot;Unknown Field Name&quot; occurs for the following reasons:

a. The data document name used in the DATA instruction of the main document does not match the filename of the real data document.

b. There are missing chevrons on either side of the DATA instruction in the main Document.

c. The field names used contain something other than alphanumeric characters. Spaces, underscores, and punctuation will not work as        part of a field name.

d. There may be a comma or tab after the last field name in the header record of the data document.

e. There may be a blank line above the DATA instruction in the main document.

f. The &quot;decimal character&quot; field of the Options menu is set to be a        period, rather than a comma.

&quot;Too Few Fields in Data Record&quot; is another common message. It means that one of the records in the data document named in the DATA instruction has fewer fields than the header paragraph or header file. Either a field or a separator (comma, tab, or semicolon) has been omitted from the record. Count the number of separators used in     each of the records to make sure that the number is exactly the same as that used in the header record.

4. Q. My printer is not listed as being supported by Word. How can I get support for my printer?

A. The Microsoft Windows Driver Library (WDL) is available on online services. For more information about the WDL, see the following article in the Microsoft Knowledge Base

ARTICLE-ID:  Q135314 TITLE    :   Windows 95 Driver Library

5. Q. How do I add a new printer to my list of installed printers?

A. Adding a new printer to your existing setup with Word for MS-DOS version 5.0 can either be done manually, or by using the Setup program. To manually add the printer, it is necessary to copy the appropriate printer-driver file from the original program disks to     the Word program subdirectory. To have the Word Setup program add the printer driver for you, follow the instructions for running the Setup program in Chapter 1 of the &quot;Using Microsoft Word&quot; manual.

Once the printer driver has been added, choose the Print Options menu, press F1 to get a list of installed printers, and select the new printer from the list. Press the TAB key to get to the model field, press F1 again, and select the correct model from the list of     supported models. Additional query words:

Keywords : kbusage

Issue type : kbinfo

Technology : kbWordSearch