Q97484: WD97: Conditional Alphanumeric Merge May Yield Incorrect Results

Article: Q97484
Product(s): Word 97 for Windows
Version(s): WINDOWS:97
Operating System(s): 
Keyword(s): kbualink97 kbfield winword word97 kbmerge
Last Modified: 14-NOV-2000

-------------------------------------------------------------------------------
The information in this article applies to:

- Microsoft Word 97 for Windows 
-------------------------------------------------------------------------------


SYMPTOMS
========

A mail merge operation may yield incorrect results if you use a conditional
statement to evaluate alphanumeric data when the first character of the data is
numeric.

CAUSE
=====

This happens because conditional statements (IF fields) evaluate only the first
two characters of a numeric string.

WORKAROUND
==========

To work around this problem, modify the data so that each field begins with a
non-numeric character. Then, modify the conditional field in the main merge
document to match the data.

To do this, follow these steps:

1. In the data document, add a character to the beginning of each data field
  that starts with a number. You can use any character, such as a parenthesis
  (you can also add one to the end of the field, so that it's easier to read)
  or an ampersand (&). This makes the first character in the number field a
  character instead of a numeral.

  Modified with parentheses:

     ---------------------------------
     |  Rec_Num  |Name      |Number  |
     ---------------------------------
     |     1     |John      |(1AA)   |
     ---------------------------------
     |     2     |Bill      |(1AB)   |
     ---------------------------------
     |     3     |Fred      |(2AA)   |
     ---------------------------------
     |     4     |George    |(ABC)   |
     ---------------------------------

  Modified with an ampersand:

     ---------------------------------
     |  Rec_Num  |Name      |Number  |
     ---------------------------------
     |     1     |John      |&1AA    |
     ---------------------------------
     |     2     |Bill      |&1AB    |
     ---------------------------------
     |     3     |Fred      |&2AA    |
     ---------------------------------
     |     4     |George    |&ABC    |
     ---------------------------------

2. In the main document, edit the test portion of the conditional field so that
  it matches the newly modified data. For example:

  If the data is surrounded by parentheses, modify the field to look like this:

  {IF {MERGEFIELD number} = "(1A)" "This is true"}

  If the data begins with an ampersand, modify the field to look like this:

  {IF {MERGEFIELD number} = "&1A" "This is true"}

MORE INFORMATION
================

For example, using the following sample data file, the following conditional
statement incorrectly yields a true result for the first and second records,
although only the second record satisfies the condition:

  {IF {MERGEFIELD NUMBER} = "1AB" "This is true"}

NOTE: The IF field evaluated only the first two characters (1A) of the numeric
string.

Sample Data File
----------------

  ---------------------------------
  |  Rec_Num  |Name      |Number  |
  ---------------------------------
  |     1     |John      |1AA     |
  ---------------------------------
  |     2     |Bill      |1AB     |
  ---------------------------------
  |     3     |Fred      |2AA     |
  ---------------------------------
  |     4     |George    |ABC     |
  ---------------------------------

Additional query words: numbers strings alphabetic

======================================================================
Keywords          : kbualink97 kbfield winword word97 kbmerge 
Technology        : kbWordSearch kbWord97 kbWord97Search kbZNotKeyword2
Version           : WINDOWS:97
Issue type        : kbprb

=============================================================================

THE INFORMATION PROVIDED IN THE MICROSOFT KNOWLEDGE BASE IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. MICROSOFT DISCLAIMS ALL WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL MICROSOFT CORPORATION OR ITS SUPPLIERS BE LIABLE FOR ANY DAMAGES WHATSOEVER INCLUDING DIRECT, INDIRECT, INCIDENTAL, CONSEQUENTIAL, LOSS OF BUSINESS PROFITS OR SPECIAL DAMAGES, EVEN IF MICROSOFT CORPORATION OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES SO THE FOREGOING LIMITATION MAY NOT APPLY.

Copyright Microsoft Corporation 1986-2002.