0 appears in Mail Merge Solved

Question

Hello everyone and thank you in advance to those who will take the time to help me.

I created 2 files (EXCEL + WORD) to establish a Mail Merge for generating invoices.
In my Excel file, I enter the clients' details; some have a post box, others do not.
As a result, when I run the Mail Merge, those without a post box end up with a line containing a 0 (whereas other clients have PB XXX)

Is there a way to ensure that it does not appear or that there isn’t a blank line?

EX1: what I get when I enter a PB
EX2: what I get when I do not enter a PB
EX3: what I could get if the 0 did not appear
EX4: what I would like to get (but I hope I’m not asking for too much!!!) if I do not enter a PB

Ex1: Mr DUPONT
1 place de la Mairie
PB 123
56000 Vannes

Ex2: Mr DUPONT
1 place de la Mairie
0
56000 Vannes

Ex3: Mr DUPONT
1 place de la Mairie

56000 Vannes

Ex4: Mr DUPONT
1 place de la Mairie
56000 Vannes

If anyone has the answer, I would be very grateful!!!

Have a great rest of the day...

eve · Accepted Answer

In the Excel database, you just need to replace the formula that contains 0 with ""

m@rina · Answer

Hello

If the Excel field is empty, it shouldn't return a 0... Is it a numeric format?
Because, by default, since version 2002, an empty row does not appear in a mail merge. However, in this case, it's not empty...

Finally, you can always make it disappear with an IF field...
Get back to me if you don't know how to do this field, but specify what kind of field BP is.

m@rina

--
If you want to be helped effectively, make sure you are on the right forum,... and specify the software used as well as its version. We are not fortune tellers!

Fanippon · Answer

Good evening M@rina,

thank you for your initial response, but since I haven't provided all the elements, it's normal that you find what I wrote in my first message strange.
Actually, the line where the 0 appears isn't really empty. Thanks to Roberto 1959 and Eriic (who really helped me out), I created an Excel file with 2 tabs. On the first one, I just wanted to enter a company's name, and its address should automatically be pulled from a database located on the second tab, all to edit an invoice with Mail Merge (are you following me???)
However, if I don't enter a "P.O. Box" in my database, there is an "empty" information cell on my first tab, but the formula remains, hence the 0 appearing in Mail Merge!

If I was clear enough, can you let me know if there's a way to prevent this 0 from showing up?

Otherwise, I'd be happy if you could explain the method using the IF field!!!

Last info, I am working with Office 2003.

Have a great weekend...

m@rina · Answer

Hello,

So, indeed the field is not empty.

In the Word mail merge document, you will need to put an IF field to test if the "po box" field is equal to or different from 0.

If the field is different from 0, we put the field, followed by a paragraph break; otherwise, we put nothing:

{ IF {MERGEFIELD "po box"} <> 0 "{MERGEFIELD "po box"}¶
"" }

The pilcrow (¶) that I included in the formula represents the paragraph break that you need to place in that exact spot because it should only appear if the field is different from 0. And immediately after this formula, without adding another paragraph break, you put the next field.

m@rina

--
If you want to be helped effectively, make sure you are on the right forum,... and specify the software used as well as its version. We lack clairvoyants!

Fanippon · Answer

It's strange, I think I followed the entire procedure well but, when I finish the merge, this appears:
Territory Brittany/Management Pole, 8 rue du Bignon
{IFBP 120 <> 0 " BP 120¶35069 RENNES CEDEX

I may have entered a data incorrectly!!!

m@rina · Answer

ALL the { } that allow you to create a field can be obtained with Ctrl+F9.  The pilcrow (¶) is just an indication. You need to do, as I mentioned, a paragraph return (symbolized in Word by a pilcrow)  m@rina  -- If you want to be helped effectively, make sure you are on the right forum,... and specify the software used as well as its version. We lack clairvoyants!

Fanippon · Answer

Hello to you, O Goddess of Word!

Well, for the IF formula, that's good, but I can't make it work with the tiny footnote, as soon as I insert it into the line, it appears at the end of the merge and it never gives me a paragraph return!

0 appears in Mail Merge

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