Microsoft KB Archive/60976

Word: Print Merging Mailing Labels Using Only Selected Records

PSS ID Number: Q60976 Article last modified on 03-07-1997

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= SUMMARY =

In Microsoft Word, when a print merge has been set up to merge just the records that meet a certain criteria, blank mailing labels are occasionally inserted for every record that does not match the criteria. If blank labels appear, use the following procedure to eliminate them:

  After the DATA statement, use an IF statement to set up the criteria. For example: <><>   Insert the placeholders in the desired location for the label setup.   Place the ENDIF statement on the last line of the label, followed by the NEXT statement, and then the next label’s IF statement. For example: <><(greaterthan)<(lessthan)“Fred”>><> <  <>, <> <> (paragraph return) (paragraph return) <><<NEXT>><<IF Name >(greaterthan)<(lessthan)“Fred”>><<Name>> < <Address> "<<City>>, <<State>> <<Zip>> (paragraph return) (paragraph return) <<ENDIF>>" </li></ol>

The above example merges all records that do not have Fred in the Name field without generating blank labels. The terms “greaterthan” and “lessthan” are descriptions and should not be typed. The term “paragraph return” indicates that the RETURN key on the main keyboard should be pressed.

For more information on merging form letters and using the IF and ELSE statements, see Pages 69-89 of the “Reference to Microsoft Word” version 4.0 manual.

KBCategory: kbprint KBSubCategory: kbfield kbmerge Additional reference words: macword macword5 ====================================================================== ============================================================================= Copyright Microsoft Corporation 1997.