Microsoft KB Archive/45773

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Word: Controlling Blank Lines in Print Merge

PSS ID Number: Q45773 Article last modified on 03-07-1997

====================================================================== 3.00 3.01 3.02 4.00 5.00 5.10 MACINTOSH kbprint

The information in this article applies to:
- Microsoft Word for the Macintosh versions 3.0, 3.01, 3.02, 4.0, 5.0, 5.1

SUMMARY

For every paragraph mark in a main document, Word places a matching paragraph mark in the resulting merge. These paragraph marks may create undesired blank lines in the resulting merge.

WORKAROUND

These blank lines can be avoided in one of three ways:

  1. Group instructions and text on the same line. Put more than one instruction on a line, or surround the instructions by text to be printed. The following is an example:

    <><<ASK Order Number>><<Company>>

    In the next example, the return character is suppressed at the end of “text to print” if the Late field is blank for any record:

    <<IF Late>> text to print <<ENDIF>><<Salutation>>

  2. Omit the chevron (>>) character at the end of an instruction. If the instruction is ended with a paragraph mark instead of the chevron (>>) character, the extra line can be avoided. The following is an example:

    <<DATA File1 <> <<First Name>><<Last Name>> <<First Name>><<Last Name>> <

    <Address>

                       <<Address>>

    In the above example, the DATA statement with File1 will not cause a blank line above the First Name field, but the DATA statement with File2 will.

  3. Format the paragraph mark as Hidden Text. As long as the paragraph mark is formatted as Hidden Text, the paragraph mark will not print in the resulting form letter.

STATUS

This functionality was changed in Word version 6.0 for the Macintosh.

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