Merge - Creating A Fixed Field File

DocumentID: 653440
Revision Date: 29-Feb-96 8:29:23 PM

The information in this document applies to:
WordPerfect® 5.1 for DOS

Problem

Solutions: The following gives instructions for creating an ASCII Fixed Field File and an ASCII Delimited file that can be used in other programs. The address format created with these steps can be used for mailings; it is accepted by the US Postal Service. 1. Determine how many columns will be needed to accommodate the longest string of information in each field. For instance, the longest string in Field 1 may by 16 characters, the longest string in Field 2 may be 18 characters, the longest in Field 3 may be 48 characters, and so forth. 2. Set tab stops in Initial Codes (Shift-F8, 3-Document, 2-Initial Codes). Using the information gathered on the length of each field, set a tab stop for each field, allowing enough room between stops to accommodate the number of characters needed for the longest string in each field, plus two or three spaces to separate fields. For instance, using the numbers above, set the first tab stop to 18u (units), the second to 40u, the third to 100u, and so forth. Exit out of the Tab Set ruler. (It is easier to set the tabs in UNITS than in INCHES.) 3. Exit back to the document screen. Insert the {FIELD} code for the field that should go in the first column (Shift-F9). Press Tab to move to the next column. Insert the {FIELD} code for the next needed field in the second column. Press Tab to go to the third column. Insert the next {FIELD} code, etc. Place a hard return at the end of the last {FIELD} code. Then insert a {PAGE OFF} command (Shift-F9). 4. Merge this primary file with the secondary file. Save the merged document as an ASCII file (Ctrl-F5, 1). 5. A database file in ASCII Fixed Field Format has just been created. The user can also use a merge to create an ASCII delimited file. This is done by simply skipping the steps for determining field lengths and setting tabs. Instead, the user should insert {FIELD} codes, separated by commas, merge the file, then save to into an ASCII format. When using this format, each field in the secondary file must be on a single line; there should be no multiple line fields. Tips: If the secondary file includes a lot of fields with a lot of information, the user may need to change to a wider paper size, or change the font to a very small font. (Once the merged file is exported into an ASCII format, these codes will be stripped.) This file format is not supported at this time in WP 5.1. The only work around is to create an advanced macro to search for the variable spaces to insert the merge codes. **Another option is to merge the document into a table, delete the table definition, and save as a DOS text file. *This information is given as a troubleshooting option.

Answer:

Details:

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