Formatting Mail Merge Documents Using If Fields In Microsoft Word; Using If Fields For Merge Field Dependent Text; Procedure For A Zip+4 Example - Pitney Bowes DocuMatch Integrated Mail System Application Notes

Formatting Mail Merge Documents Using IF Fields in Microsoft Word

Using IF Fields for
Merge Field
Dependent Text
Procedure for a
ZIP+4 Example
DocuMatch Integrated Mail System
TM
Word provides some convenient features for inserting
merge field-dependent text in a mail merged document.
For example, a database could be ZIP+4 postal-coded and
contain separate fields for the 5-digit ZIP code and the 4-
digit extension. If some of the addresses could not be
coded, the 4-digit field will be blank. Simply putting a dash
in the main document between the ZIP and ZIP4 fields
yields an uncoded address that looks like this:
Stamford, CT 12345-
However, using IF fields in Word controls the printing of the
dash so it only appears when the ZIP4 field has data in it.
To do this first set up the mail merge as usual and then
follow this procedure:
Step Action
1. Insert the 5-digit ZIP field into the document as
usual.
2. Position the cursor right after the ZIP field.
3. Click on the Insert Word Field button, which
normally appears on the Mail Merge Toolbar.
4. Select If...Then...Else from the list of choices.
The IF definition window appears.
5. In Field Name, choose the field that contains the
4-digit ZIP extension, usually ZIP4.
6. Leave Comparison at "Equal to" and leave
Compare to blank.
7. Leave Insert this Text blank.
8. In the Otherwise Insert this Text box, type the
dash.
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