Delete rows if merge field doesn't wrap

The one-cell table with fixed rows works when the Defendant name is long, but
when it is short I still have extra rows.
What properties or settings do I change to get this to work?

After the Defendant name I need two blank rows before the salutation.

To: DefendaneName
--blank row
--blank row
Dear ....................
boilerplate text
boilerplate text





"macropod" wrote:

Hi nancyc,

For the first page of your letter I'd use something along the lines of:

Date:

To: «DefendantName»

Dear .........
Boilerplate Text
Boilerplate Text
Boilerplate Text
Boilerplate Text
Page Break here---end of page 1 based on longest possible defendant name

Note that I've deleted the blank lines below the «DefendantName» field. Now, if the «DefendantName» field requires only one line,
you'll have four blank lines at the foot of the first page. The number of blank lines will decrease as the number of lines required
for the «DefendantName» increases.

The alternative approach is to put the «DefendantName» field into a one-cell table with a fixed row height, thus:

Date:
__________________
|To: «DefendantName»|
| |
| |
| |
|_________________|

Dear .........
Boilerplate Text
Boilerplate Text
Boilerplate Text
Boilerplate Text

The table can be the full page width and you can use hidden borders so the table's presence isn't evident on the printout. With this
arrangement, you the number of blank lines varies between the «DefendantName» field and the 'Dear', but the locked table height
means the rest of the text maintains its positioning and you don't need the manual page break.

For the manual page break I previously suggested using Ctrl-Shift-Enter (which actually inserts a column break). Although this
doesn't matter for a single-column document, the correct keystroke sequence for a manual page break is Ctrl-Enter.

--
Cheers
macropod
[Microsoft MVP - Word]


"nancyc" wrote in message ...
The following is a sample letter. One page of many.
The merge field is called "defendantName" it is on one line as such:
I need two blank rows after defendant name before the letter starts. So if
the defendant name can be 4 lines do I enter 4 blank lines so the page break
is at the correct location since this is the longest possible format?


Date:

To: DefendantName




Dear .........
x
x
x
x
x

Page Break here---end of page 1 based on longest possible defendant name

If the Defendant name doesn't need 4 lines, how can I delete the blank rows
so only two blank rows are after the merge field defendant Name?

To: Defendant Name

Dear xxxxxxx



Page Break for page 1


"macropod" wrote:

Hi nancyc,

Assuming the page breaks occur in the correct place when you've got the longest set of merge data, simply insert a manual page
break
immediately after the last character that's meant to appear on the page concerned. You can do this by moving the cursor to the
start
of the next character and pressing Ctrl-Shift-Enter. That way, only the layout of the page concerned will change according to the
amount of data coming from the merge.

--
Cheers
macropod
[Microsoft MVP - Word]


"nancyc" wrote in message ...
Yes I understand that, but depending on the length of each merge field. I
have to fix my page breaks.
This is a 10 page document with page breaks at specific areas. if the merge
field wraps it causes a new page due to the overflow and then all the other
fixed page breaks are wrong.
Can I format for the longest scenario and if it isn't that long delete the
blank rows?



"Doug Robbins - Word MVP" wrote:

You do not need to provide the "extra rows in the document" The merged data
will wrap automatically onto extra lines if it will not fit on one line.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP, originally posted via msnews.microsoft.com

"nancyc" wrote in message
...
if there are multiple lines it forces a new page creating page breaks
where I
don't want them. How do I get my page breaks correct for the shortest
data
and the longest data?

"macropod" wrote:

Hi nancyc,

You should be able to use just the one line - the data will wrap to the
next line, pushing the other lines down, if required.

--
Cheers
macropod
[Microsoft MVP - Word]


"nancyc" wrote in message
...
I have a merge letter where one of the merge fields can be one line or
wrap
to mulitple lines. I currently have extra rows in the document to
allow for
the merge field to wrap up to 4 rows. But if the merge field only uses
one
row how can I delete the multiple blank rows?




.

.


.


.

See response to your later post.

Format the paragraph that starts with Dear so that it has the required space
before it.

Do NOT use the Enter key to create "blank rows"

Put the pagebreaks where you need them for the longest scenario.

--
Hope this helps,

Doug Robbins - Word MVP

Please reply only to the newsgroups unless you wish to obtain my services on
a paid professional basis.

"nancyc" wrote in message
...
The one-cell table with fixed rows works when the Defendant name is long,
but
when it is short I still have extra rows.
What properties or settings do I change to get this to work?

After the Defendant name I need two blank rows before the salutation.

To: DefendaneName
--blank row
--blank row
Dear ....................
boilerplate text
boilerplate text





"macropod" wrote:

Hi nancyc,

For the first page of your letter I'd use something along the lines of:

Date:

To: «DefendantName»

Dear .........
Boilerplate Text
Boilerplate Text
Boilerplate Text
Boilerplate Text
Page Break here---end of page 1 based on longest possible defendant name

Note that I've deleted the blank lines below the «DefendantName» field.
Now, if the «DefendantName» field requires only one line,
you'll have four blank lines at the foot of the first page. The number of
blank lines will decrease as the number of lines required
for the «DefendantName» increases.

The alternative approach is to put the «DefendantName» field into a
one-cell table with a fixed row height, thus:

Date:
__________________
|To: «DefendantName»|
| |
| |
| |
|_________________|

Dear .........
Boilerplate Text
Boilerplate Text
Boilerplate Text
Boilerplate Text

The table can be the full page width and you can use hidden borders so
the table's presence isn't evident on the printout. With this
arrangement, you the number of blank lines varies between the
«DefendantName» field and the 'Dear', but the locked table height
means the rest of the text maintains its positioning and you don't need
the manual page break.

For the manual page break I previously suggested using Ctrl-Shift-Enter
(which actually inserts a column break). Although this
doesn't matter for a single-column document, the correct keystroke
sequence for a manual page break is Ctrl-Enter.

--
Cheers
macropod
[Microsoft MVP - Word]


"nancyc" wrote in message
...
The following is a sample letter. One page of many.
The merge field is called "defendantName" it is on one line as such:
I need two blank rows after defendant name before the letter starts.
So if
the defendant name can be 4 lines do I enter 4 blank lines so the page
break
is at the correct location since this is the longest possible format?


Date:

To: DefendantName




Dear .........
x
x
x
x
x

Page Break here---end of page 1 based on longest possible defendant
name

If the Defendant name doesn't need 4 lines, how can I delete the blank
rows
so only two blank rows are after the merge field defendant Name?

To: Defendant Name

Dear xxxxxxx



Page Break for page 1


"macropod" wrote:

Hi nancyc,

Assuming the page breaks occur in the correct place when you've got
the longest set of merge data, simply insert a manual page
break
immediately after the last character that's meant to appear on the
page concerned. You can do this by moving the cursor to the
start
of the next character and pressing Ctrl-Shift-Enter. That way, only
the layout of the page concerned will change according to the
amount of data coming from the merge.

--
Cheers
macropod
[Microsoft MVP - Word]


"nancyc" wrote in message
...
Yes I understand that, but depending on the length of each merge
field. I
have to fix my page breaks.
This is a 10 page document with page breaks at specific areas. if
the merge
field wraps it causes a new page due to the overflow and then all
the other
fixed page breaks are wrong.
Can I format for the longest scenario and if it isn't that long
delete the
blank rows?



"Doug Robbins - Word MVP" wrote:

You do not need to provide the "extra rows in the document" The
merged data
will wrap automatically onto extra lines if it will not fit on one
line.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of
my
services on a paid consulting basis.

Doug Robbins - Word MVP, originally posted via msnews.microsoft.com

"nancyc" wrote in message
...
if there are multiple lines it forces a new page creating page
breaks
where I
don't want them. How do I get my page breaks correct for the
shortest
data
and the longest data?

"macropod" wrote:

Hi nancyc,

You should be able to use just the one line - the data will wrap
to the
next line, pushing the other lines down, if required.

--
Cheers
macropod
[Microsoft MVP - Word]


"nancyc" wrote in message
...
I have a merge letter where one of the merge fields can be one
line or
wrap
to mulitple lines. I currently have extra rows in the
document to
allow for
the merge field to wrap up to 4 rows. But if the merge field
only uses
one
row how can I delete the multiple blank rows?




.

.


.


.