SYMPTOMS
When you use an ADDRESSBLOCK merge field in a Microsoft Word 2002 mail merge main document to merge with data that includes a British (U.K.) address, the results are displayed incorrectly. For example, if the mail merge main document is set up as follows
January 4, 2001
<<ADDRESSBLOCK>>
Dear <<GREETINGLINE>>
the city, county, and postal code appear on a single line as follows
Mr. John Doe
Microsoft Ltd.
Microsoft Campus
Thames Valley Park
Reading, Berkshire RG6 1WG
United Kingdom
rather than on separate lines as in the following:
Mr. John Doe
Microsoft Ltd.
Microsoft Campus
Thames Valley Park
Reading
Berkshire
RG6 1WG
United Kingdom
WORKAROUND
To work around this issue, insert individual merge fields for each element of the address. To do this, use one of the following methods, as appropriate.
Method 1: Use "Insert Merge Fields" on the Mail Merge Toolbar
The
Insert Merge Fields command on the Word 2002
Mail Merge toolbar has different functionality than the
Insert Merge Field command in earlier versions of Word. In Word 2002, the
Insert Merge Fields dialog box (which is a
modal dialog box) opens when you click the
Insert Merge Fields button. You need to close this dialog box when you want to perform actions in your document, such as adding a space between merge fields.
NOTE: A modal dialog box does not allow you to switch between the dialog box and another window in the program. A modeless dialog box is one that you can activate and switch away from by clicking another active window. For example, you can click your document to switch away from this type of dialog box and continue editing your document.
- In the mail merge main document, delete the ADDRESSBLOCK field if you have already inserted it.
- If the Mail Merge Wizard isn't visible, open it. To do this, point to Letters and Mailings on the Tools menu, and then click Mail Merge Wizard.
- If step 4 in the Mail Merge task pane isn't visible, click Next (or Previous) until you reach step 4.
- In the Write your letter section of the Mail Merge Wizard, click More Items.
- In the Insert Merge Field dialog box, click Database Fields.
- Click the field that you want, click Insert, and then click Close.
- Repeat steps 4 through 6 to add the additional fields that you want.
Method 2: Use the "Insert Merge Field" Command
The
Insert Merge Field command used in earlier versions of Word is also available in Word 2002. This command drops down a list of the available merge fields, making it easier to make other changes to your document while you insert merge fields. To use this command, add it to the
Mail Merge toolbar. To do this, follow these steps:
- Display the Mail Merge toolbar. To do this, point to Letters and Mailings on the Tools menu, and then click Show Mail Merge Toolbar.
- On the Tools menu, click Customize.
- Click the Commands tab.
- In the Categories list, click Mail Merge.
- In the Commands list, drag the Insert Merge Field command to the Mail Merge toolbar. When you see a vertical bar indicating the placement of the command on the toolbar, release the mouse button.
- In the Customize dialog box, click Close.
To add merge fields, click the
Insert Merge Field button that you added to the toolbar, and then click the merge field that you want.