WD: All Records in Range Print Despite Hidden Text Format on Mac

• Microsoft Word for the Macintosh, versions 3.0, 3.01, 3.02, 4.0, 5.0, 5.1

SUMMARY

When performing a print merge, you may want to skip a certain number of records in the data document. One method may seem to be to format those records as hidden text to keep them from printing. However, when you perform the print merge, all records, including those formatted as hidden text, appear. This method gives unsatisfactory results as follows.

Word 5.x

In Word, if you apply the hidden text attribute to fields or records in a data file, the hidden text attribute will remain with the information as it is merged. This may or may not create a desirable result. For example, if you are merging to make form letters, a letter will still print for each record, even if a record is completely composed of hidden text. If only some fields in a record are formatted as hidden text, those fields will carry through to the form letter, but will not print since they are formatted as hidden text. All other formatting in the data document will not be carried over into the merge.

Word Versions 3.x and 4.0

All formatting in a data document will not be applied to a print merged document. Any hidden text formatting in the data document will be ignored during the print merge.

MORE INFORMATION

To print a range of records, specify a range in the Print Merge dialog box, or highlight the range of records you want to print and copy and paste them into a new data document.

NOTE: If you use the latter method, you must change the name of the data document in the DATA statement to match that of your new data document.