In Word 2007:
1. Open the merge document in Microsoft Word.
2. Insert mail merge fields in the document.
3. Select Mailings from the menu bar.
4. In the Write and Insert Fields section, select Rules, If...Then...Else...
5. Select the Field Name that has entries in some records and is blank in other records; then click the Comparison drop down arrow, select Is Blank, and click OK.
6. If you have multiple fields that need to have this rule, repeat step 5 for each field.

In earlier versions of Word:
1. Open the merge document in Microsoft Word.
2. Click Tools, Mail Merge, then Merge.
3. In the When merging records frame, mark the radio button that corresponds to suppressing blank rows.

Notes:
  • If you are trying to merge using the Mail Merge toolbar, you will not receive the option to select this.
  • If you are using Microsoft Word 2002, also refer to BB69567.