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MS Word merge fields - how do I suppress extra blank spaces inserted during the merge process?

Anonymous
2016-07-28T16:43:37+00:00

The following is not unique to Word for Mac 2016. It occurs with Word 2011 and Word 2008 as well.

We use many Word templates containing merge fields. The data originates in a large Excel table.

When the data being merged consists of a number, the screen and print output adds unwanted extra spaces at the beginning and end of the number.

For example:

Mail merge template:    "The sale price of the property was ${MERGEFIELD Sale_Price}."

Merged output:    "The sale price of the property was $ 300,000.00 ."

As you can see above, the merge process has inserted an unwanted space before 300,000.00, and a second one at the end of the number, before the period at the end of the sentence.

Does anyone know of a way to suppress these spaces? 

Thanks for any help.

Microsoft 365 and Office | Word | For home | Windows

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Anonymous
2016-08-03T19:57:22+00:00

Thanks to everyone for your comments. The solution I've come up with is as follows:

First, remember the original problem I posed:

When the data being merged consists of a number, the screen and print output adds unwanted extra spaces at the beginning and end of the number.

For example:

Mail merge template:    The sale price of the property was ${MERGEFIELD Sale_Price}.

Merged output:    The sale price of the property was $ 300,000.00 .

As you can see above, the merge process has inserted an unwanted space before 300,000.00, and a second one at the end of the number, before the period at the end of the sentence.

The way I got rid of the unwanted spaces was to insert an Excel "number picture" into the merge field. So, the merge field now looks like this:

Mail merge template:  The sale price of the property was ${MERGEFIELD Sale_Price # "#,##0.00" }

Merged output:   The sale price of the property was $300,000.00.

You can get rid of the pre-typed dollar sign and have it inserted automatically as follows: 

Mail merge template:  The sale price of the property was {MERGEFIELD Sale_Price # "$,##0.00" }

Merged output:   The sale price of the property was $300,000.00.

I now need to have someone now go through dozens of my templates to fix these fields this way. A lot of people will just ignore things like this and send out letters full of spaces. If you want your work to look perfect, however, you'll have to fiddle with your numeric merge fields first.

# "#,##0.00"

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5 additional answers

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  1. Jim G 134K Reputation points MVP Volunteer Moderator
    2016-07-31T14:45:08+00:00

    This page offers suggestions for formatting currency in mail merge:

    http://iits.haverford.edu/documents/mail-merges-formatting-numbers-in-a-merge-field/

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  2. Jim G 134K Reputation points MVP Volunteer Moderator
    2016-07-31T14:40:16+00:00

    @ foxy 

    Foxy - as I have told you repeatedly - please stop replying to questions you don't understand and for which you don't have the correct answer. Sending people off on wild goose chases is abusive to the forum and the people who come here for competent advice. I consider this a terms of service violation. Your answer has been reported to the forum administrators.

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  3. Bob Jones AKA CyberTaz MVP 435.9K Reputation points
    2016-07-29T17:54:33+00:00

    Nice try, but that's a totally different issue... It has to do with residual spacing between separate fields when one of the fields contains no data for a certain record. This OP is referring to spaces that are injected both before & after a single field containing a numerical value.

    Unfortunately, I don't know of a solution so I won't send the OP on a wild goose chase. Please don't waste the user's time by throwing out links to something you guess might possibly be somewhat related to what you think the question is asking.

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  4. Anonymous
    2016-07-29T15:39:39+00:00

    Hey,

    I think that you may have a look at this info from old Word 98 for Macintosh article and verify if this is going to be of any assistance to you in being able to fix your issue, this is old version info but this is the best match that was to be found for this issue - article as shown in here - https://support.microsoft.com/en-us/kb/179674

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