Microsoft KB Archive/59118

Word: Extra Spaces on Printout After Print Merge

PSS ID Number: Q59118 Article last modified on 11-02-1994

5.00

MS-DOS

= SUMMARY =

If extra spaces are showing up on the printed document after a print merge, check the data document for any blank spaces within the field entries. If there are any blank spaces following a field entry in the data document, Word will count those spaces as part of the field entry and include them in the merged document. For example, if in the main document, a line similar to the following exists

Dear < >,

and in the data document, a record line similar to the following exists

first,last Joe ,Smith

then the merged main document will appear as follows:

Dear Joe ,

= MORE INFORMATION =

Use the Replace command to replace the extraneous spaces in the data document. In the Replace “text:” field, type a caret symbol (^), followed by the letter “w” and a comma. In the Replace “with text:” field, type a comma, as shown in the following example:

REPLACE text: ^w, with text: ,

The “^w,” text string means to search for any number of white spaces followed by a comma. More information can be found on Page 169 in the “Using Microsoft Word” manual.

KBCategory: kbother KBSubcategory: kbmerge Additional reference words: ============================================================================= Copyright Microsoft Corporation 1994.