Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Conditionally Adding a Period in a Mail Merge.
Written by Allen Wyatt (last updated October 12, 2020)
This tip applies to Word 97, 2000, 2002, and 2003
Rose uses Word's mail-merge feature to create certificates. The source data is in an Access database, and sometimes the middle initial pulled from the database has a period after the initial and sometimes it doesn't. Rose is wondering if there is a way, in Word, to have the mail merge check for the trailing period on the data in the middle initial field and automatically add one if necessary.
Unfortunately, we couldn't come up with a way to do this. Word doesn't seem to have the capability to check for characters within the merged data on the fly. We did come up with a workaround, however. Open your merge document and, right after the merge field that inserts the middle initial, type a period. When you do your merge, some middle initials will have one period (if they had none in the data source) and others will have two (if they had one in the data source). All you then need to do is a Find and Replace operation, replacing all instances of two periods with a single period.
This may not be as "clean" as you desire; after all, it adds an extra step to your certificate preparation. It is easier, however, than manually going through the merged file and looking at each middle initial yourself.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (307) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Conditionally Adding a Period in a Mail Merge.
The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!
When you create a mail merge document, you attach it to a data source that is the basis for the information to be merged ...
Discover MoreWhen you use a data source to create a bunch of documents in a mail merge, you might not want to print all the documents ...
Discover MoreWhen creating a mail merge document, you use merge fields to indicate where the information from each record of your data ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2023 Sharon Parq Associates, Inc.
Please Note:
This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here:
Comments