WD97: Use of ASK and FILLIN Fields and \o Switch (90010)


The information in this article applies to:

  • Microsoft Word 97 for Windows
This article was previously published under Q90010

SUMMARY

This article discusses the following issues regarding the use of ASK and FILLIN fields in a Microsoft Word mail merge operation:

  • Using the \o switch to cause Word to prompt you only once for input.
  • Choosing the Cancel button or pressing ESC when prompted for ASK or FILLIN input.

MORE INFORMATION

ASK Field

The ASK field prompts you to type text, which it assigns to a bookmark name. During a mail merge, the ASK field prompts you for input before printing each merged document, which allows you to customize each merged document. The ASK field itself has no result; the result is assigned to the bookmark. You must insert a separate field to reference the bookmarked information you typed in response to the ASK prompt. Example:

{ASK BookmarkName "Message Text"}{REF BookmarkName}

In this example, the ASK field prompts you for input, which it assigns to the bookmark named BookmarkName. The REF field inserts the input in your merged document.

FILLIN Field

The FILLIN field prompts you for text that is used as the FILLIN field result. During a mail merge, the FILLIN field prompts you for input before printing each merged document, which allows you to customize each merged document.

Using the \o Switch

When you add the \o switch to a Microsoft Word FILLIN or ASK field, Microsoft Word prompts for input only once, before printing the first document during a mail merge, rather than once for each mail merge document. Microsoft Word uses the same information in each merged document. Examples:

{FILLIN "Batch Number" \o}
{ASK BookmarkName "Message Text" \o}{REF BookmarkName}

What Happens When You Choose the Cancel Button or Press ESC?

If you previously typed something in the ASK or FILLIN field dialog box, that text remains in the dialog box for the next prompt. If you choose the Cancel button to skip an ASK field, Word uses the previously- typed text as the current value of the ASK field bookmark.

Canceling an ASK or FILLIN field dialog box only cancels the prompt for input; it does not delete the previously-typed input. If you don't want any value assigned to a FILLIN field or to an ASK field bookmark, you must press the DEL key to delete the previously-typed text, and then choose the OK button.
Modification Type:MajorLast Reviewed:11/14/2000
Keywords:kbhowto kbmerge KB90010
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