Microsoft KB Archive/199839

= WD98: View Merged Data Doesn't Suppress Blank Lines =

Article ID: 199839

Article Last Modified on 10/4/2002

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APPLIES TO


 * Microsoft Word 98 for Macintosh

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This article was previously published under Q199839





SYMPTOMS
In a label mail merge main document, Word may not suppress blank lines when you View Merged Data (on the Mail Merge toolbar, click View Merged Data).

NOTE: The blank lines are correctly suppressed when the document is merged to a new document or merged to printer.



CAUSE
When a MERGEFIELD is followed by a end-of-cell marker in labels or a Word table, Word cannot suppress a blank line when the MERGEFIELD is blank. However, Word will suppress a blank line when the MERGEFIELD is followed by a paragraph mark.

NOTE: To view paragraph marks and end-of-cell markers, do one of the following:
 * On the Tools menu, click Preferences. On the View tab, click to select the All check box (listed under "Non-printing characters") and then click OK. -or-


 * On the Standard toolbar, click Show/Hide.



WORKAROUND
To allow Word to suppress blank lines when you use View Merged Data, in your mail merge main document, position the insertion point immediately after the MERGEFIELD in a label or table cell and press ENTER to create a paragraph mark. Do this for each of the labels or table cells that contain MERGEFIELDS.



MORE INFORMATION
NOTE: In the following examples,  represents a paragraph mark and [] represents a label (table) end-of-cell marker.

In the following example, Word will not suppress blank lines correctly when the result of a MERGEFIELD is blank:

{MERGEFIELD Name}

{MERGEFIELD Number}[]

In the following example, Word will suppress blank lines correctly when the result of a MERGEFIELD is blank:

{MERGEFIELD Name}

{MERGEFIELD Number}

[]

Additional query words: suppression

Keywords: kbmerge kbtable kbprb kbfield KB199839

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