Pitney Bowes DocuMatch Integrated Mail System Application Notes page 60

DocuMatch Application Notes
Formatting Merge Documents Using IF Fields in Word (continued)
Procedure for a
ZIP+4 Example
(continued)
54
Step Action
9. Click OK.
10. Move the cursor one space to the right. This
positions it to the right of the dash, if it is
present.
11. Insert the ZIP4 merge field into your document.
Using this setup, Word inserts a dash only if the ZIP4 field
is not blank. Thus addresses with only a 5-digit ZIP will
print as:
Stamford, CT 12345
and full 9-digit addresses will print as:
Stamford, CT 12345-6789
You can use the same technique to keep the body of the
letter in the same place when there are a variable number
of lines in the address. Selecting "Don't print blank lines
when data fields are empty" on the Merge Setup Screen
eliminates gaps in the addresses when they are printed if a
line is missing in the middle of the address. However, this
may cause the body of the letter to move up and down on
the page, depending on how many address lines are
printed. To prevent this, use an IF field to insert a blank line
after the address any time a line inside the address is
missing.
For example, if the ADDRESS2 field is sometimes blank in
the data base, include it in the address block as usual and
follow the steps on the next page.
DocuMatch Integrated Mail System
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