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MS Office Forum / Word / Mailmerge and Fax / December 2004Merge Fields and Formating - How to easily repeat a pre-set merge.
I am attempting to merge Excel fields into a Word Document using mailmerge (essentially filling in a form). For lack of a better document I am using "letter" merge (8.5"x11") as my "form" (e.g. a blank piece of paper). I am experiencing two issues: 1. The numbers are losing their formating. One field I would like to have as currency with cents and another is a "Stock Number" that is alphanumeric. The currency field comes across as a number with no formating. The alphanumeric part is fine as long as it is numeric only (if an "alpha" is in it the value returned is "0"). My field values are reflected as <<STOCK_NO>> and <<LST_PRICE>>. 2. My second issue is that this process would be run several times a week. It appears the easiest way to make this repeatable is to create a template (*.dot) file that references the same Excel file and process it with the updates...or am I missing something? Thanks in Advance, Dave See "Formatting Word fields with switches" on fellow MVP Graham Mayor's website at http://www.gmayor.com/formatting_word_fields.htm Just saving the mailmerge main document as a document should suffice. Then just open it and execute the merge whenever it is required.  SignaturePlease post any further questions or followup to the newsgroups for the benefit of others who may be interested. Unsolicited questions forwarded directly to me will only be answered on a paid consulting basis. Hope this helps Doug Robbins - Word MVP > I am attempting to merge Excel fields into a Word Document using mailmerge > (essentially filling in a form). For lack of a better document I am using [quoted text clipped - 16 lines] > > Dave I went to Graham Mayor's webpage and thought I followed the instructions and here is what I got (I was trying to get the "List Price" = LST_PRICE to show as a dollar amount). The first group are my field names and coding. The second set of information is a sample of the result. Obviously I something is "lost in translation." Most likely something really simple. {?LST_PRICE? Amount \# "$, 0.00 ;( $, 0.00)"} ?CARLINE? ?STOCK_NO? ?Pinstripes? ?Paint? ?Total? {27315. Amount \# "$, 0.00 ;( $, 0.00)"} ACCORD COUPE 5014.0 459. 250. 28024 > See "Formatting Word fields with switches" on fellow MVP Graham Mayor's > website at [quoted text clipped - 33 lines] >> >> Dave I assume that what you wanted was $27,315.00 (or maybe "Amount $27,315.00) and I assume that the 27315 comes from the LST_PRICE field Did you use Ctrl+F9 to insert the field delimiters? If you did, it may just be a matter of use Alt+F9 to toggle off the display of field codes. (However, you will have to get rid of the word Amount from inside the field. SignaturePlease post any further questions or followup to the newsgroups for the benefit of others who may be interested. Unsolicited questions forwarded directly to me will only be answered on a paid consulting basis. Hope this helps Doug Robbins - Word MVP > I went to Graham Mayor's webpage and thought I followed the instructions and > here is what I got (I was trying to get the "List Price" = LST_PRICE to show [quoted text clipped - 63 lines] > >> > >> Dave You skipped the important third paragraph when you took that information from my web site :( Toggle the field code (ALT+F9) to change <<LTST_PRICE>> to {Mergefield LSTST_PRICE} Inside the brackets, add the switch Toggle back, then F9 to update. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > I went to Graham Mayor's webpage and thought I followed the > instructions and here is what I got (I was trying to get the "List [quoted text clipped - 69 lines] >>> >>> Dave Quite right. ALT+F9 made all the difference. I have to admit reading directions is sometimes as difficult as asking for directions. While it is probably already on your website, I am suffering from lazy bones, so let me know if it explains how to format an alphanumeric field to be an alphanumeric field (my "stock numbers" that are numeric work fine, those preceded with a letter come across as "0"). A warm thanks in advance to you and Doug for your assistance. If ever in Austin let me know and I buy you a beer or coffee (depending on time of day). > You skipped the important third paragraph when you took that information > from my web site :( [quoted text clipped - 77 lines] >>>> >>>> Dave You cannot do alphanumeric fields with a switch. If they are not coming across correctly (and they should) then you need to use the alternative method of connection to your data as detailed in the Excel data section of http://www.gmayor.com/mail_merge_labels_with_word_xp.htm where I wrote it down to save having to rewrite it individually for each user who asked ;) Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Quite right. ALT+F9 made all the difference. I have to admit reading > directions is sometimes as difficult as asking for directions. While [quoted text clipped - 96 lines] >>>>> >>>>> Dave I do not understand all this fields business in mailmerge but I do use mailmerge a lot and I found the easiest thing to do is set up some extra columns in my excel spreadsheet and convert to the item I have problems with (dates, currency, alphanumerics etc.) to text and use the text columns in the mailmerge. > Quite right. ALT+F9 made all the difference. I have to admit reading > directions is sometimes as difficult as asking for directions. While it is [quoted text clipped - 88 lines] > >>>> > >>>> Dave |
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