How to extra space mail merge

The age-old problem of extra space in mail merge!

There are a few ways to remove extra space in a mail merge:

Method 1: Use the "Suppress Blank Lines" option

  1. Open your mail merge document in Microsoft Word.
  2. Go to the "Mailings" tab in the ribbon.
  3. Click on "Finish & Merge" and then select "Edit Individual Documents".
  4. In the "Mail Merge" pane, click on the "Options" button.
  5. Check the box next to "Suppress blank lines".
  6. Click "OK" to apply the changes.

This method will remove any extra blank lines from the merged document.

Method 2: Use the "Remove Extra Spaces" feature

  1. Open your mail merge document in Microsoft Word.
  2. Go to the "Home" tab in the ribbon.
  3. Click on the "Paragraph" button in the "Paragraph" group.
  4. Select "Remove Extra Spaces" from the dropdown menu.
  5. This will remove any extra spaces between paragraphs.

Method 3: Use a mail merge field to control spacing

  1. Insert a mail merge field where you want to control the spacing.
  2. Use the "Space" field code to specify the number of spaces you want to insert.
  3. For example, you can use the following code: { SPACE 0 } to remove any extra spaces.

Here's an example of how you can use this method:

Suppose you have a mail merge field called "Name" and you want to remove any extra spaces between the name and the address. You can use the following code:

{ Name }{ SPACE 0 }{ Address }

This will insert the name, followed by no extra spaces, and then the address.

Method 4: Use a macro to remove extra spaces

If you're comfortable with VBA programming, you can create a macro to remove extra spaces from your mail merge document. Here's an example of how you can do this:

  1. Open the Visual Basic Editor by pressing Alt + F11 or by navigating to "Developer" > "Visual Basic" in the ribbon.
  2. Create a new module by clicking "Insert" > "Module" in the "Insert" menu.
  3. Paste the following code into the module:
    Sub RemoveExtraSpaces()
 Dim doc As Document
 Set doc = ActiveDocument
 doc.Range.Text = Replace(doc.Range.Text, "  ", " ")
End Sub
  4. Save the module by clicking "File" > "Save" in the "File" menu.
  5. Close the Visual Basic Editor.
  6. Go back to your mail merge document and run the macro by clicking "Developer" > "Macros" in the ribbon, selecting the "RemoveExtraSpaces" macro, and clicking "Run".

I hope these methods help you remove extra space in your mail merge!