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U.K. address is formatted incorrectly when you use Mail Merge Wizard ADDRESSBLOCK field in Word

Article ID: 282594 - View products that this article applies to.

This article was previously published under Q282594

SYMPTOMS

When you use an ADDRESSBLOCK merge field in a Microsoft Word mail merge main document to merge with data that includes a British (U.K.) address, the results are displayed incorrectly. For example, the mail merge main document is set up as follows:

January 4, 2001

<<ADDRESSBLOCK>>

Dear <<GREETINGLINE>>

In this case, the city, county, and postal code appear on a single line, as follows:

Mr. John Doe
Microsoft Ltd.
Microsoft Campus
Thames Valley Park
Reading, Berkshire RG6 1WG
United Kingdom

However, you expect the text to be on separate lines, as follows:

Mr. John Doe
Microsoft Ltd.
Microsoft Campus
Thames Valley Park
Reading
Berkshire
RG6 1WG
United Kingdom

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WORKAROUND

To work around this issue, insert individual merge fields for each element of the address. To do this, use one of the following methods.

Method 1: Use "Insert Merge Fields" on thetoolbar

The Insert Merge Fields command in Word 2002 and in later versions of Word has different functionality than the Insert Merge Field command in earlier versions of Word. In Word 2002 and in later versions of Word, the Insert Merge Fields dialog box (which is a modal dialog box) opens when you click the Insert Merge Fields button. You need to close this dialog box when you want to perform actions in your document, such as adding a space between merge fields.

NOTE: A modal dialog box does not allow you to switch between the dialog box and another window in the program. A modeless dialog box is one that you can activate and switch away from by clicking another active window. For example, you can click your document to switch away from this type of dialog box and continue editing your document.

In Word 2003 and in Word 2002, delete the ADDRESSBLOCK field in the mail merge main document, if you have already inserted it.
If the Mail Merge Wizard is not visible, open it.

To do this in Word 2003 and in Word 2002, point to Letters and Mailings on the Tools menu, and then click Mail Merge Wizard.

To do this in Word 2007, click the Mailings tab, click Start Mail Merge in the Start Mail Merge group, and then click Step by Step Mail Merge Wizard.
If step 4 in the Mail Merge task pane is not visible, click Next or Previous until you reach step 4.
In the Write your letter section of the Mail Merge Wizard, click More Items.
In the Insert Merge Field dialog box, click Database Fields.
Click the field that you want, click Insert, and then click Close.
Repeat steps 4 through 6 to add the additional fields that you want.

Method 2: Use the "Insert Merge Field" command

The Insert Merge Field command that was used in earlier versions of Word is also available in Word 2002 and in later versions of Word. This command displays a list of the available merge fields. This makes it easier to make other changes to your document while you insert merge fields.

To use this command, add it to the Mail Merge toolbar. To do this in Word 2003 and in Word 2002, follow these steps:

Display the Mail Merge toolbar. To do this, point to Letters and Mailings on the Tools menu, and then click Show Mail Merge Toolbar.
On the Tools menu, click Customize.
Click the Commands tab.
In the Categories list, click Mail Merge.
In the Commands list, drag the Insert Merge Field command to the Mail Merge toolbar. When you see a vertical bar indicating the placement of the command on the toolbar, release the mouse button.
In the Customize dialog box, click Close.

To add this command to the Quick Access Toolbar in Word 2007, follow these steps:

Click the Microsoft Office Button, and then click Word Options.
In the left pane, click Customize.
In the right pane, select All Commands in the Choose Commands from list.
Select Insert Merge Field, and then click Add to add this command to the Quick Access Toolbar.

To add merge fields, click the Insert Merge Field button that you added to the toolbar, and then click the merge field that you want.

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