Merge DOS-Delimited Files with WPDOS 6.0

DocumentID: 664984
Revision Date: 29-Feb-96 8:49:46 PM

The information in this document applies to:
WordPerfect® 6.0 for DOS

Problem

Solutions: MERGING WITH DOS DELIMITED DATA FILES Creating a Data File A data file consists of records, each of which contains a number of fields. The structure must be uniform; otherwise, the merge may not work properly. Every record should have the same number of fields (although a field can be blank), and the fields must be in the same order in all records. If, for example, the first name should be in the first field but the last name is in that same field in some records, WordPerfect will print a last name where the first name should be for those records. Dos Delimited File When using a file created from another format, retrieve the file to the screen. When the File Format dialog box comes up it will probably have ASCII Text (Standard) highlighted. Cursor down and select DOS Delimited format. The program will then bring up the Delimited Text Options dialog box to allow selection or verification of the delimiters to be used. The field delimiter in most cases is a comma (,) and the record delimiter is a [CR][LF] (which is a hard return). The field encapsulated character is a Double Quote ("). The above delimiters are the default ones and are usually valid. However, there are times that programs use other delimiters and you will need to know those delimiters for the Field, Record and encapsulated character. After converting the file by retrieving it to the screen, it will have an EndField at the end of each field and an EndRecord at the end of each record. This information will appear in WordPerfect data file format. Saving this file as a WordPerfect file (preferably with a different file name) will make it into a WordPerfect data text file. After you create the form and data file, you are ready to start the merge. To merge, you choose Tools, Merge, Run; or press Ctrl+F9, Merge. In the Run Merge dialog box, type the name of the form file in the Run Merge dialog box. The data file name may come in automatically; otherwise, you have to put it in manually. Choose Blank Fields in Data File, and then select Remove Resulting Blank Line. Select the Merge button in the Run Merge dialog box. It will then merge to your screen and you can now make any changes you may wish to make. Trouble Shooting Tips: 1. If merging with a DOS delimited file does not give the expected results, it may be helpful to open the delimited file as ASCII Text and verify what the delimiters are for that file. Do NOT save the file (as it can replace the original file with the WordPerfect version). 2. Field names cannot be used in the form file when merging with a Dos delimited data file, because the delimited file does not contain any field names. In order to be able to use field names with this type of file, it is necessary to retrieve it to the screen (as described above) put field names into the file by choosing the field name command from the merge codes, and save the file to a different name (so as to not replace the original) as a WordPerfect data file. Make sure that the field names in the Form file match the ones entered in the data file, otherwise the fields that don't match will come up blank in the merged document.

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