Scenario: Operator is given a merge file to do whereby the names and addresses are sitting in an excel file. They want the Excel file to be used as the name and address file for the Merge. The excel file contains the following:
Name and Address. Salutation
Address info. Mr. Smith
In the excel file, each line of each individual address is separated by a soft return (alt enter). When the merge is run however, there is a hard return at the end of each line of the inside address and 12 PTS after in the resulting MS Word Output Merge File which is a problem and looks like the sample below:
Mr. Joe Smith (hard return)
12 points of space
123 Anywhere Street (hard return)
12 points of space
New York, NY 10019 (hard return)
12 points of space
1. Unlike using soft returns in a MS Word Name and Address portion of a Merge Data File, the soft returns used in the same portion of the Excel file had no positive effect on the resulting Merge Output File whereby we end up with a hard return at the end of each line of the inside address.
2. In the Merge Letter itself on the line containing the Merge Field Code for the Name and Address Info, we establish a style (call it inside address) that does not have any after spacing. Therefore, when the merge is run, the hard return sitting at the end of each line of the return address lines from the resulting Excel file no longer produces the extra space between each line.
3. Whatever follows the inside address such as a Re: Line or a Salutation line. make sure you build 12 PTS Before spacing into that style that controls the Re Line or Salutation since we took the 12 PTS After Spacing out of the Inside Address Style.
4. This article was written so that you will be aware of certain considerations that crop up when Excel is used to hold the Name and Address information that will be used in the merge.
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