Microsoft KB Archive/49727

Works 2.0: Preventing Blank Spaces in Merged Form Letter

PSS ID Number: Q49727 Article last modified on 12-17-1996

2.00

MACINTOSH

= SUMMARY =

When you create a print merge document with the Word Processor module of Works and you choose Spacing from the Format menu and select the 6 Lines Per Inch option, empty fields in your database document will leave blank spaces in the merged version of the document. For example, if a database contains the fields Title, Name, Company, and Address, and the merge commands are

DB:Title DB:Name DB:Company DB:Address

with six-line-per-inch spacing, a record without a company would appear as

President Jane Doe

1212 Happy Blvd.

instead of

President Jane Doe 1212 Happy Blvd.

To achieve a six-line-per-inch look without using the spacing option, use a 10- or 12-point font. Examples of fonts and sizes that will work for this procedure include:

10-Point Fonts 12-Point Fonts ————— ————–

Avant Garde Courier New Century Schoolbook Times New York Palatino

Note: This situation applies only to form letters.

= MORE INFORMATION =

If you are creating multiple-column mailing labels with Works 2.0, you must choose Multiple Labels from the Edit menu. However, choosing this command automatically prevents blank fields from compressing. For information on how to work around this situation, query on the following words in the Microsoft Knowledge Base:

multiple and column and two and pass and blank When you print one-column labels to an Apple ImageWriter, blank fields automatically compress and a custom paper size can be entered. Thus, Multiple Labels or 6 Lines Per Inch need not be selected.

KBCategory: kbprint KBSubcategory: macworkskb

Additional reference words: 2.00 merged mergeing mswkswp mswksprb compress space

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================================================================ Copyright Microsoft Corporation 1996.