Extra line in labels

[Wilfred]

I have some addresses in Outlook that have apartment numbers. When adding
contacts in Outlook, I always enter the address data in the same formats.

For example:

John F. Doe
123 Main Street
Apt. 1
Anytown, ST 12345-6789

When I MailMerge to create labels, some addresses print correctly (as above)
and some insert a blank line after the apartment number, e.g.

John F. Doe
123 Main Street
Apt. 1

Anytown, ST 12345-6789

FYI, I use the "Insert Address Block" to insert the names and addresses on
the labels.

Any suggestions as to how I can prevent this blank line?

 

[Russ Valentine [MVP Outlook]]

To learn about ways to control how an Address is inserted into Word from
Outlook, take a look here:

http://www.slipstick.com/contacts/insword.htm
http://support.microsoft.com/default.aspx?scid=KB;en-us;q134901

 

[Wilfred]

First of all, I do not want to change the address layout in Word. Although
I am not a programmer, I was able to glean from the articles below how to
change the address layout. When and if and ever want to change the layout,
I will follow these suggestions.

The addresses insert perfectly in Word. When I click on the Insert Address
and select an address from the dialog box, it is displayed exactly as it
appears in Outlook Contacts.

The problem occurs when Outlook is used to create a MailMarge to create
mailing labels or envelopes. On some addresses, an extra blank line is
inserted. This seems to occur when the street address has more than one
line, e.g. when an apartment number or a suite number is on the second line
of an address. The blank line is followed by the City, ST ZIP.

What is most perplexing is that it does not do it 100% of the time (although
it does most of the time). FYI, I tried mapping Address2 to a database
field in the Address Block Match Fields dialog. There is no Address2
database field on the list to match to.

To learn about ways to control how an Address is inserted into Word from
Outlook, take a look here:

http://www.slipstick.com/contacts/insword.htm
http://support.microsoft.com/default.aspx?scid=KB;en-us;q134901

------
Russ Valentine
[MVP-Outlook]

I have some addresses in Outlook that have apartment numbers. When
adding contacts in Outlook, I always enter the address data in the same
formats.

For example:

John F. Doe
123 Main Street
Apt. 1
Anytown, ST 12345-6789

When I MailMerge to create labels, some addresses print correctly (as
above)
and some insert a blank line after the apartment number, e.g.

John F. Doe
123 Main Street
Apt. 1

Anytown, ST 12345-6789

FYI, I use the "Insert Address Block" to insert the names and addresses
on the labels.

Any suggestions as to how I can prevent this blank line?

 

[Russ Valentine [MVP-Outlook]]

Whether you change the layout in Word or in the Merge Document requires the
same techniques.
You simply need to gain some experience in how to construct your Merge
Document correctly. You'll also need to understand some of the differences
in field names between Word and Outlook. There is ample assistance in Help
files, in the KB and on websites.
--
Russ Valentine
[MVP-Outlook]

First of all, I do not want to change the address layout in Word.
Although
I am not a programmer, I was able to glean from the articles below how to
change the address layout. When and if and ever want to change the
layout,
I will follow these suggestions.

The addresses insert perfectly in Word. When I click on the Insert
Address
and select an address from the dialog box, it is displayed exactly as it
appears in Outlook Contacts.

The problem occurs when Outlook is used to create a MailMarge to create
mailing labels or envelopes. On some addresses, an extra blank line is
inserted. This seems to occur when the street address has more than one
line, e.g. when an apartment number or a suite number is on the second
line
of an address. The blank line is followed by the City, ST ZIP.

What is most perplexing is that it does not do it 100% of the time
(although
it does most of the time). FYI, I tried mapping Address2 to a database
field in the Address Block Match Fields dialog. There is no Address2
database field on the list to match to.

To learn about ways to control how an Address is inserted into Word from
Outlook, take a look here:

http://www.slipstick.com/contacts/insword.htm
http://support.microsoft.com/default.aspx?scid=KB;en-us;q134901

------
Russ Valentine
[MVP-Outlook]

I have some addresses in Outlook that have apartment numbers. When
adding contacts in Outlook, I always enter the address data in the same
formats.

For example:

John F. Doe
123 Main Street
Apt. 1
Anytown, ST 12345-6789

When I MailMerge to create labels, some addresses print correctly (as
above)
and some insert a blank line after the apartment number, e.g.

John F. Doe
123 Main Street
Apt. 1

Anytown, ST 12345-6789

FYI, I use the "Insert Address Block" to insert the names and addresses
on the labels.

Any suggestions as to how I can prevent this blank line?

 

[Russ Valentine [MVP Outlook]]

Just look around. Sue already posted some sites:
http://office.microsoft.com/en-us/assistance/HA011269731033.aspx#preview
and
http://office.microsoft.com/en-us/assistance/HA010349201033.aspx
------
Russ Valentine
[MVP-Outlook]

First of all, I do not want to change the address layout in Word. Although
I am not a programmer, I was able to glean from the articles below how to
change the address layout. When and if and ever want to change the layout,
I will follow these suggestions.

The addresses insert perfectly in Word. When I click on the Insert Address
and select an address from the dialog box, it is displayed exactly as it
appears in Outlook Contacts.

The problem occurs when Outlook is used to create a MailMarge to create
mailing labels or envelopes. On some addresses, an extra blank line is
inserted. This seems to occur when the street address has more than one
line, e.g. when an apartment number or a suite number is on the second line
of an address. The blank line is followed by the City, ST ZIP.

What is most perplexing is that it does not do it 100% of the time (although
it does most of the time). FYI, I tried mapping Address2 to a database
field in the Address Block Match Fields dialog. There is no Address2
database field on the list to match to.

To learn about ways to control how an Address is inserted into Word from
Outlook, take a look here:

http://www.slipstick.com/contacts/insword.htm
http://support.microsoft.com/default.aspx?scid=KB;en-us;q134901

------
Russ Valentine
[MVP-Outlook]

I have some addresses in Outlook that have apartment numbers. When
adding contacts in Outlook, I always enter the address data in the same
formats.

For example:

John F. Doe
123 Main Street
Apt. 1
Anytown, ST 12345-6789

When I MailMerge to create labels, some addresses print correctly (as
above)
and some insert a blank line after the apartment number, e.g.

John F. Doe
123 Main Street
Apt. 1

Anytown, ST 12345-6789

FYI, I use the "Insert Address Block" to insert the names and addresses
on the labels.

Any suggestions as to how I can prevent this blank line?

 

[Wilfred]

Russ, I sincerely do appreciate your assistance. You and Sue Mosher clearly spend a great deal of time helping us amateurs with the many nuances of using these products.



I've been using Word and Outlook for many years. Just about everything I do with these programs (as well as Access, Publisher, PowerPoint, FrontPage and Excel) I have learned through relentless "trial and error". I do read the help files and I do go to the Knowledgebase for help often. Using software should not require so much work.



At the risk of sounding pompous, I do think I have an above average knowledge of how to construct a Merge Document correctly. I have meticulously set up the merge fields and experimented with many variations for the same document.



I can get the blank line to go away if I do not use Insert Address Block, e.g.



«Courtesy Title» «First Name» «Middle Name» «Last Name» «Suffix»

«Street_Address»

«City», «State» «Postal Code»

«Home_Address_Country»



I compared the matched fields in the Insert Address Block dialog and the required element "Address 1" is matched to the database field "Street_Address".



The problem with the above format is that I haven't figured out how to suppress the "United States of America" from printing. The "Insert Address Block" dialog box has a radio button that allows me to include the country only if it is different than whatever is typed in the adjacent box.



So, here's my Catch-22:

a.. Using the Insert Address Block suppresses the country for USA addresses but it produces the unwanted blank line.
b.. Inserting the merge fields individually gets rid of the blank line but prints the unwanted country code. FYI, some of the Contacts are Canadian addresses and hence the need to include the country field.
This may not be a bug in the way Word puts together the address in the merge process, but if it isn't a bug, it sure as hell is a usability nightmare. Printing labels has got to be one of the most frequently used features of a word processor and it just shouldn't be that tedious.

Just look around. Sue already posted some sites:
http://office.microsoft.com/en-us/assistance/HA011269731033.aspx#preview
and
http://office.microsoft.com/en-us/assistance/HA010349201033.aspx
------
Russ Valentine
[MVP-Outlook]

First of all, I do not want to change the address layout in Word.
Although
I am not a programmer, I was able to glean from the articles below how to
change the address layout. When and if and ever want to change the
layout,
I will follow these suggestions.

The addresses insert perfectly in Word. When I click on the Insert
Address
and select an address from the dialog box, it is displayed exactly as it
appears in Outlook Contacts.

The problem occurs when Outlook is used to create a MailMarge to create
mailing labels or envelopes. On some addresses, an extra blank line is
inserted. This seems to occur when the street address has more than one
line, e.g. when an apartment number or a suite number is on the second
line
of an address. The blank line is followed by the City, ST ZIP.

What is most perplexing is that it does not do it 100% of the time
(although
it does most of the time). FYI, I tried mapping Address2 to a database
field in the Address Block Match Fields dialog. There is no Address2
database field on the list to match to.

To learn about ways to control how an Address is inserted into Word from
Outlook, take a look here:

http://www.slipstick.com/contacts/insword.htm
http://support.microsoft.com/default.aspx?scid=KB;en-us;q134901

------
Russ Valentine
[MVP-Outlook]

Wilfred wrote:

I have some addresses in Outlook that have apartment numbers. When
adding contacts in Outlook, I always enter the address data in the same
formats.

For example:

John F. Doe
123 Main Street
Apt. 1
Anytown, ST 12345-6789

When I MailMerge to create labels, some addresses print correctly (as
above)
and some insert a blank line after the apartment number, e.g.

John F. Doe
123 Main Street
Apt. 1

Anytown, ST 12345-6789

FYI, I use the "Insert Address Block" to insert the names and addresses
on the labels.

Any suggestions as to how I can prevent this blank line?

 

[Russ Valentine [MVP Outlook]]

Most of what you are asking about are Word functions. I think you're
pretty much boxed into a corner if you do not want to change the Address
Layout in Word. I simply do not have the time to keep up with all of
Word's idiosyncrasies.
These problems are simply impossible to solve within the context of a
Usenet post. There are far too many variables involved. To add to the
complexity, field differences vary with each version of Office.
------
Russ Valentine
[MVP-Outlook]

Russ, I sincerely do appreciate your assistance. You and Sue Mosher
clearly spend a great deal of time helping us amateurs with the many
nuances of using these products.



I've been using Word and Outlook for many years. Just about everything
I do with these programs (as well as Access, Publisher, PowerPoint,
FrontPage and Excel) I have learned through relentless "trial and
error". I do read the help files and I do go to the Knowledgebase for
help often. Using software should not require so much work.



At the risk of sounding pompous, I do think I have an above average
knowledge of how to construct a Merge Document correctly. I have
meticulously set up the merge fields and experimented with many
variations for the same document.



I can get the blank line to go away _if I do not use_ Insert Address
Block, e.g.



«Courtesy Title» «First Name» «Middle Name» «Last Name» «Suffix»

«Street_Address»

«City», «State» «Postal Code»

«Home_Address_Country»



I compared the matched fields in the Insert Address Block dialog and the
required element "Address 1" is matched to the database field
"Street_Address".



The problem with the above format is that I haven't figured out how to
suppress the "United States of America" from printing. The "Insert
Address Block" dialog box has a radio button that allows me to include
the country only if it is different than whatever is typed in the
adjacent box.



So, here's my Catch-22:

* Using the Insert Address Block suppresses the country for USA
addresses but it produces the unwanted blank line.
* Inserting the merge fields individually gets rid of the blank line
but prints the unwanted country code. FYI, some of the Contacts
are Canadian addresses and hence the need to include the country
field.

This may not be a bug in the way Word puts together the address in the
merge process, but if it isn't a bug, it sure as hell is a usability
nightmare. Printing labels has got to be one of the most frequently
used features of a word processor and it just shouldn't be that tedious.



"Russ Valentine [MVP Outlook]" <[email protected]

Just look around. Sue already posted some sites:
http://office.microsoft.com/en-us/assistance/HA011269731033.aspx#preview
and
http://office.microsoft.com/en-us/assistance/HA010349201033.aspx
------
Russ Valentine
[MVP-Outlook]

First of all, I do not want to change the address layout in Word.
Although
I am not a programmer, I was able to glean from the articles below how to
change the address layout. When and if and ever want to change the
layout,
I will follow these suggestions.

The addresses insert perfectly in Word. When I click on the Insert
Address
and select an address from the dialog box, it is displayed exactly as it
appears in Outlook Contacts.

The problem occurs when Outlook is used to create a MailMarge to create
mailing labels or envelopes. On some addresses, an extra blank line is
inserted. This seems to occur when the street address has more than one
line, e.g. when an apartment number or a suite number is on the second
line
of an address. The blank line is followed by the City, ST ZIP.

What is most perplexing is that it does not do it 100% of the time
(although
it does most of the time). FYI, I tried mapping Address2 to a database
field in the Address Block Match Fields dialog. There is no Address2
database field on the list to match to.



"Russ Valentine [MVP Outlook]" <[email protected]

To learn about ways to control how an Address is inserted into Word from
Outlook, take a look here:

http://www.slipstick.com/contacts/insword.htm
http://support.microsoft.com/default.aspx?scid=KB;en-us;q134901

------
Russ Valentine
[MVP-Outlook]

Wilfred wrote:

I have some addresses in Outlook that have apartment numbers. When
adding contacts in Outlook, I always enter the address data in the same
formats.

For example:

John F. Doe
123 Main Street
Apt. 1
Anytown, ST 12345-6789

When I MailMerge to create labels, some addresses print correctly (as
above)
and some insert a blank line after the apartment number, e.g.

John F. Doe
123 Main Street
Apt. 1

Anytown, ST 12345-6789

FYI, I use the "Insert Address Block" to insert the names and addresses
on the labels.

Any suggestions as to how I can prevent this blank line?

 

[Wilfred]

It's not that I don't want to change the Word layout. I read through the
instructions on how to do that and was unable to decipher from the articles
just how to do it to eliminate the specific problem I am experiencing. The
articles are not written for lay people.

Additionally, as I indicated in my original post, the behavior is
inconsistent. Identically formatted addresses produce two different results
in the same merge document: one with the extra line, the other without it.

I guess a bug is just out of the question.

Most of what you are asking about are Word functions. I think you're
pretty much boxed into a corner if you do not want to change the Address
Layout in Word. I simply do not have the time to keep up with all of
Word's idiosyncrasies.
These problems are simply impossible to solve within the context of a
Usenet post. There are far too many variables involved. To add to the
complexity, field differences vary with each version of Office.
------
Russ Valentine
[MVP-Outlook]

Russ, I sincerely do appreciate your assistance. You and Sue Mosher
clearly spend a great deal of time helping us amateurs with the many
nuances of using these products.

I've been using Word and Outlook for many years. Just about everything
I do with these programs (as well as Access, Publisher, PowerPoint,
FrontPage and Excel) I have learned through relentless "trial and
error". I do read the help files and I do go to the Knowledgebase for
help often. Using software should not require so much work.

At the risk of sounding pompous, I do think I have an above average
knowledge of how to construct a Merge Document correctly. I have
meticulously set up the merge fields and experimented with many
variations for the same document.

I can get the blank line to go away _if I do not use_ Insert Address
Block, e.g.

«Courtesy Title» «First Name» «Middle Name» «Last Name» «Suffix»

«Street_Address»

«City», «State» «Postal Code»

«Home_Address_Country»

I compared the matched fields in the Insert Address Block dialog and the
required element "Address 1" is matched to the database field
"Street_Address".

The problem with the above format is that I haven't figured out how to
suppress the "United States of America" from printing. The "Insert
Address Block" dialog box has a radio button that allows me to include
the country only if it is different than whatever is typed in the
adjacent box.

So, here's my Catch-22:

* Using the Insert Address Block suppresses the country for USA
addresses but it produces the unwanted blank line.
* Inserting the merge fields individually gets rid of the blank line
but prints the unwanted country code. FYI, some of the Contacts
are Canadian addresses and hence the need to include the country
field.

This may not be a bug in the way Word puts together the address in the
merge process, but if it isn't a bug, it sure as hell is a usability
nightmare. Printing labels has got to be one of the most frequently used
features of a word processor and it just shouldn't be that tedious.



"Russ Valentine [MVP Outlook]" <[email protected]

Just look around. Sue already posted some sites:
http://office.microsoft.com/en-us/assistance/HA011269731033.aspx#preview
and
http://office.microsoft.com/en-us/assistance/HA010349201033.aspx
------
Russ Valentine
[MVP-Outlook]

Wilfred wrote:
First of all, I do not want to change the address layout in Word.
Although
I am not a programmer, I was able to glean from the articles below how to
change the address layout. When and if and ever want to change the
layout,
I will follow these suggestions.

The addresses insert perfectly in Word. When I click on the Insert
Address
and select an address from the dialog box, it is displayed exactly as it
appears in Outlook Contacts.

The problem occurs when Outlook is used to create a MailMarge to create
mailing labels or envelopes. On some addresses, an extra blank line is
inserted. This seems to occur when the street address has more than one
line, e.g. when an apartment number or a suite number is on the second
line
of an address. The blank line is followed by the City, ST ZIP.

What is most perplexing is that it does not do it 100% of the time
(although
it does most of the time). FYI, I tried mapping Address2 to a database
field in the Address Block Match Fields dialog. There is no Address2
database field on the list to match to.



"Russ Valentine [MVP Outlook]" <[email protected]

To learn about ways to control how an Address is inserted into Word from
Outlook, take a look here:

http://www.slipstick.com/contacts/insword.htm
http://support.microsoft.com/default.aspx?scid=KB;en-us;q134901

------
Russ Valentine
[MVP-Outlook]

Wilfred wrote:

I have some addresses in Outlook that have apartment numbers. When
adding contacts in Outlook, I always enter the address data in the same
formats.

For example:

John F. Doe
123 Main Street
Apt. 1
Anytown, ST 12345-6789

When I MailMerge to create labels, some addresses print correctly (as
above)
and some insert a blank line after the apartment number, e.g.

John F. Doe
123 Main Street
Apt. 1

Anytown, ST 12345-6789

FYI, I use the "Insert Address Block" to insert the names and addresses
on the labels.

Any suggestions as to how I can prevent this blank line?

 

[Russ Valentine [MVP Outlook]]

Could be a bug. Usually isn't, though. Have you asked someone familiar
with Word?
------
Russ Valentine
[MVP-Outlook]

It's not that I don't want to change the Word layout. I read through the
instructions on how to do that and was unable to decipher from the articles
just how to do it to eliminate the specific problem I am experiencing. The
articles are not written for lay people.

Additionally, as I indicated in my original post, the behavior is
inconsistent. Identically formatted addresses produce two different results
in the same merge document: one with the extra line, the other without it.

I guess a bug is just out of the question.

Most of what you are asking about are Word functions. I think you're
pretty much boxed into a corner if you do not want to change the Address
Layout in Word. I simply do not have the time to keep up with all of
Word's idiosyncrasies.
These problems are simply impossible to solve within the context of a
Usenet post. There are far too many variables involved. To add to the
complexity, field differences vary with each version of Office.
------
Russ Valentine
[MVP-Outlook]

Russ, I sincerely do appreciate your assistance. You and Sue Mosher
clearly spend a great deal of time helping us amateurs with the many
nuances of using these products.

I've been using Word and Outlook for many years. Just about everything
I do with these programs (as well as Access, Publisher, PowerPoint,
FrontPage and Excel) I have learned through relentless "trial and
error". I do read the help files and I do go to the Knowledgebase for
help often. Using software should not require so much work.

At the risk of sounding pompous, I do think I have an above average
knowledge of how to construct a Merge Document correctly. I have
meticulously set up the merge fields and experimented with many
variations for the same document.

I can get the blank line to go away _if I do not use_ Insert Address
Block, e.g.

«Courtesy Title» «First Name» «Middle Name» «Last Name» «Suffix»

«Street_Address»

«City», «State» «Postal Code»

«Home_Address_Country»

I compared the matched fields in the Insert Address Block dialog and the
required element "Address 1" is matched to the database field
"Street_Address".

The problem with the above format is that I haven't figured out how to
suppress the "United States of America" from printing. The "Insert
Address Block" dialog box has a radio button that allows me to include
the country only if it is different than whatever is typed in the
adjacent box.

So, here's my Catch-22:

* Using the Insert Address Block suppresses the country for USA
addresses but it produces the unwanted blank line.
* Inserting the merge fields individually gets rid of the blank line
but prints the unwanted country code. FYI, some of the Contacts
are Canadian addresses and hence the need to include the country
field.

This may not be a bug in the way Word puts together the address in the
merge process, but if it isn't a bug, it sure as hell is a usability
nightmare. Printing labels has got to be one of the most frequently used
features of a word processor and it just shouldn't be that tedious.



"Russ Valentine [MVP Outlook]" <[email protected]
Just look around. Sue already posted some sites:

http://office.microsoft.com/en-us/assistance/HA011269731033.aspx#preview
and
http://office.microsoft.com/en-us/assistance/HA010349201033.aspx
------
Russ Valentine
[MVP-Outlook]

Wilfred wrote:
First of all, I do not want to change the address layout in Word.
Although
I am not a programmer, I was able to glean from the articles below
how to
change the address layout. When and if and ever want to change the
layout,
I will follow these suggestions.

The addresses insert perfectly in Word. When I click on the Insert
Address
and select an address from the dialog box, it is displayed exactly as
it
appears in Outlook Contacts.

The problem occurs when Outlook is used to create a MailMarge to
create
mailing labels or envelopes. On some addresses, an extra blank line
is
inserted. This seems to occur when the street address has more than
one
line, e.g. when an apartment number or a suite number is on the
second
line
of an address. The blank line is followed by the City, ST ZIP.

What is most perplexing is that it does not do it 100% of the time
(although
it does most of the time). FYI, I tried mapping Address2 to a
database
field in the Address Block Match Fields dialog. There is no Address2
database field on the list to match to.



"Russ Valentine [MVP Outlook]" <[email protected]

To learn about ways to control how an Address is inserted into Word
from
Outlook, take a look here:

http://www.slipstick.com/contacts/insword.htm
http://support.microsoft.com/default.aspx?scid=KB;en-us;q134901

------
Russ Valentine
[MVP-Outlook]

Wilfred wrote:

I have some addresses in Outlook that have apartment numbers. When
adding contacts in Outlook, I always enter the address data in the
same
formats.

For example:

John F. Doe
123 Main Street
Apt. 1
Anytown, ST 12345-6789

When I MailMerge to create labels, some addresses print correctly
(as
above)
and some insert a blank line after the apartment number, e.g.

John F. Doe
123 Main Street
Apt. 1

Anytown, ST 12345-6789

FYI, I use the "Insert Address Block" to insert the names and
addresses
on the labels.

Any suggestions as to how I can prevent this blank line?