Eliminating blank lines when fields are empty

It is very common to have two address lines in a customer table, one for street address (Address 1), and one that can be used for a suite number or mail stop (Address 2). Address 1 usually contains a value, but Address 2 is often blank. If you create a customer list using this data and stack the fields on top of one another in mailing label format, those customer records with an empty Address 2 field will print with a blank line. You can eliminate this blank line either by using multiple sections, or by suppressing blank lines.

To eliminate blank lines by using multiple sections Use the Section Expert to create two new Details sections so that you have a total of three. See Working with sections. Place the Address 2 field in the middle section and the other data in the sections above and below it as you want it to appear in the report. In the Section expert, highlight the middle section. On the Common tab, select the Suppress Blank Section check box. Now, when the report prints, if the Address 2 section is blank, the program will not print it and you will not get unwanted blank lines in the report.

To suppress blank lines in embedded fields
Open your report in the Design tab, and click the desired text object; that is, the text object that causes blank lines to show for some records. Tip: To ensure that you have clicked a text object, look for the word Text in the status bar at the bottom left corner of the screen. Right-click the text object and, on the shortcut menu, click Format Text. Select the Suppress Embedded Field Blank Lines option in the Format Editor, and then click OK. Now, when the report prints, unwanted blank lines will no longer appear in place of empty embedded fields. You can confirm your changes in the Preview tab.

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To make all this a little simpler using my words, Mail Labels wizard already has "sections" created called "Details %" where % equals an alphabetical letter. You just need to make sure that "Suppress blank lines" item is check marked under the Sections tool on the toolbar on any lines you wish suppressed during printing.