Editing merge data files

A data file organizes data for a merge into fields and records and can be formatted as either a data text file or a data table file. In a data table file, information is organized in a table. Each column of the table contains a field, and each row contains a record. You can add and delete columns and rows from a data table.

In a data text file, fields are separated by an ENDFIELD code. Records are separated by an ENDRECORD code and a hard page break. WordPerfect lets you add fields to and delete fields from records. You can also add field names and records to data text files.

Using Quick data entry, you can add and delete fields or records in both data text files and data table files. You can also edit the contents of fields in records.

It is recommended that you use no more than 512 fields per record.

To add or delete a column from a data table

To	Do the following
Add a column to a data table	Click in a column next to where you want to add a new column. On the Merge toolbar, click Column, and choose Insert. Type the name of the new field in the Field name box. In the Add field dialog box, choose a column placement option.
Delete a column from a data table	Click in a column. On the Merge toolbar, click Column, and choose Delete.

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It is recommended that you use no more than 512 fields per record.

To add or delete a row from a data table

To	Do the following
Add a row to a data table	Click in a row next to where you want to add a new row. On the Merge toolbar, click Row, and choose Insert. In the Add row dialog box, choose a row placement option.
Delete a row from a data table	Click in a row. On the Merge toolbar, click Row, and choose Delete.

To add or delete a field from a data text file record

To	Do the following
Add a field	Click where you want to add the field. Type data, and click End field on the Merge toolbar.
Delete a field	Select the text and the ENDFIELD merge code. Press Delete.

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It is recommended that you use no more than 512 fields per record.

To add or delete a field name from a data text file

To	Do the following
Add a field name	Click where you want to add a field. The cursor must be within the parentheses of the Fieldnames code. Type the new field name followed by a semicolon.
Delete a field name	Click within the parentheses of the Fieldnames code. Select the field name and following semicolon. Press Delete.

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A semicolon, but no spaces, separates each field name.

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You need to manually add or delete fields from records. For information, see “To add or delete a field from a data text file record.”

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It is recommended that you use no more than 512 fields per record.

To add a record to a data text file

Type the text for the first field.

On the Merge toolbar, click End field.

Click after the last ENDFIELD code of the record.

On the Merge toolbar, click End record.

You can also
Delete a record from a data text file	Select the record, including the ENDFIELD and ENDRECORD codes and the hard page break at the end of the record. Press Delete.
Print a data text file	Click Tools Merge. On the Merge toolbar, click Options, and choose Print.

To add a field to a data file by using Quick data entry

On the Merge toolbar, click Quick Entry.

Click Field names.

Type the field name in the Field name box.

Click one of the following:

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Add — adds the new field after the selected field

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Add before — adds the new field before the selected field

You can also
Replace a field name in a data file	Choose a field from the Fields used in merge list box. Click Replace.
Delete a field from a data file	Choose a field from the Fields used in merge list box. Click Delete.

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If you replace a field name, information in that field will be deleted from each record in the data file. For example, if you replace “Address” with “Street Address,” all data in the “Address” field in all records will be deleted.

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If you delete a field name, information in that field will be deleted from each record in the data file.

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It is recommended that you use no more than 512 fields per record.

To add a record to a data file by using Quick data entry

On the Merge toolbar, click Quick entry.

Click New record.

Type the data for a field.

Click Close.

You can also
Delete the displayed record	Click Delete record.

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Press Enter to move to the next field.

To edit fields by using Quick data entry

On the Merge toolbar, click Quick entry.

Click in the field you want to edit.

If you want to edit dimmed fields, enable the Allow editing of dimmed fields check box.

Type text.

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If you edit fields with functions, the functions are deleted.

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For information about finding data in a data file, see “Sorting, viewing, and finding data in data files.”

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