Word for DOS 5.0 IVR Fax: Printing

• Microsoft Word for MS-DOS, version 5.0

SUMMARY

                  Microsoft Word for DOS, Version 5.0
               Automated Product Support Service Fax-Script
                       Questions and Answers: Print
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1. Q. What is the difference between the main and data documents?

   A. The main document in a print merge is the document that contains both
      the text and the formatting of the final document to be printed. An
      example and explanation of what a main document should look like can
      be found in the middle of page 310 in the "Using Microsoft Word"
      manual.

      The sole purpose of the data document is to hold the fields of
      information to be inserted in each copy of the main document. The
      data document consists of a header record and data records, all
      single spaced, with a paragraph mark at the end of each record of
      data. An example of what a data document should look like can be
      found at the bottom of page 310 in the "Using Microsoft Word" manual.

2. Q. How do I get rid of the blank lines that occur in my final merged
      document when my print merge data field doesn't have any data?

   A. These blank lines occur because the main document allocates a line
      for the field name, even when the field has no data. The solution to
      this is to use an IF instruction to see if the field name has data
      before space is allocated for the field in the print merge. To
      include an IF instruction in a print merge, type the following:

         <<IF field name>><<field name>>paragraph mark

      There should be a space between IF and the field name. On the next
      line, type the following:

         <<endIF paragraph mark

      Note: There is no space between endIF and the paragraph mark. Using
      the IF statement to eliminate blank areas or lines is explained on
      page 320 of the "Using Microsoft Word" manual.

3. Q. When I try to do a print merge, I sometimes receive error messages.
      What do these messages mean?

   A. The error message "Unknown Field Name" occurs for the following
      reasons:

      a. The data document name used in the DATA instruction of the main
         document does not match the filename of the real data document.

      b. There are missing chevrons on either side of the DATA instruction
         in the main Document.

      c. The field names used contain something other than alphanumeric
         characters. Spaces, underscores, and punctuation will not work as
         part of a field name.

      d. There may be a comma or tab after the last field name in the
         header record of the data document.

      e. There may be a blank line above the DATA instruction in the main
         document.

      f. The "decimal character" field of the Options menu is set to be a
         period, rather than a comma.

      "Too Few Fields in Data Record" is another common message. It means
      that one of the records in the data document named in the DATA
      instruction has fewer fields than the header paragraph or header
      file. Either a field or a separator (comma, tab, or semicolon) has
      been omitted from the record. Count the number of separators used in
      each of the records to make sure that the number is exactly the same
      as that used in the header record.

4. Q. My printer is not listed as being supported by Word. How can I get
      support for my printer?

    A. The Microsoft Windows Driver Library (WDL) is available on online
       services.  For more information about the WDL, see the following
       articles in the Microsoft Knowledge Base

       ARTICLE-ID:   Q135314
       TITLE     :   Windows 95 Driver Library

       ARTICLE-ID:   Q82006
       TITLE     :   Windows Driver Library Information

5. Q. How do I add a new printer to my list of installed printers?

   A. Adding a new printer to your existing setup with Word for MS-DOS
      version 5.0 can either be done manually, or by using the Setup
      program. To manually add the printer, it is necessary to copy the
      appropriate printer-driver file from the original program disks to
      the Word program subdirectory. To have the Word Setup program add the
      printer driver for you, follow the instructions for running the Setup
      program in Chapter 1 of the "Using Microsoft Word" manual.

      Once the printer driver has been added, choose the Print Options
      menu, press F1 to get a list of installed printers, and select the
      new printer from the list. Press the TAB key to get to the model
      field, press F1 again, and select the correct model from the list of
      supported models. 

Additional query words:

Keywords : kbusage
Version : MS-DOS:5.0
Platform : MS-DOS
Issue type : kbinfo