Microsoft KB Archive/50976

Word: Methods for Printing Selective Data Records

PSS ID Number: Q50976 Article last modified on 11-02-1994

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= SUMMARY =

With a large data document, it can be extremely difficult to find particular record numbers. Counting records from the top of the data document is extremely tedious. You can put record numbers in the data document as the first field. Then this field need not be used in the main document.

Another method of adding record numbers is to add a field name at the beginning of the header record (for example, “number”). Then with the cursor on the header record, use the Replace command to replace the paragraph mark with a paragraph mark and a number. Set the Replace “text:” field to “^p” (caret p), the “with text:” field to “^p1.” (caret, p, number 1, period, space, no quotation marks), and the “confirm:” field to No. This procedure will add a number 1 to each record in the data document as the first field. Then use the Library Number Update command to update all the records with correct record numbers. After this is carried out, delete the last number and paragraph mark in the file.

This method also allows removal or insertion of new records with the ability to update the numbers with the Library Number command. There must be a period after the number and a space after the period for the Library Number command to correctly identify the number and update it.

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================================================================ Copyright Microsoft Corporation 1994.