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MS Office Forum / Word / Mailmerge and Fax / December 2006

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formatting numeric data from Access merged into a Word table

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LacieMoon - 04 Feb 2005 17:03 GMT
Greetings! I have created a very simple merge from a query in Access that
merges into a table in Word. The problem is a field defined as currency in
Access does not "carry over" the formatting into the Word document. I can put
a dollar sign in front of the field $<<Amount>> but I am dealing with large
numbers and need the comma separators. Does anyone know how I can carry over
the currency formatting from Access, OR correctly format the data field in
the Word table?
Thanks for any suggestions, Lacie
Doug Robbins - 04 Feb 2005 23:19 GMT
See "Formatting Word fields with switches" on fellow MVP Graham Mayor's
website at

http://www.gmayor.com/formatting_word_fields.htm

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Please respond to the Newsgroup for the benefit of others who may be
interested.   Questions sent directly to me will only be answered on a paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP

> Greetings! I have created a very simple merge from a query in Access that
> merges into a table in Word. The problem is a field defined as currency in
[quoted text clipped - 7 lines]
> the Word table?
> Thanks for any suggestions, Lacie
LacieMoon - 06 Feb 2005 05:23 GMT
Perfect Doug! Worked like a charm; thank you for directing me to a great
resource!
Lacie

> See "Formatting Word fields with switches" on fellow MVP Graham Mayor's
> website at
[quoted text clipped - 12 lines]
> > the Word table?
> > Thanks for any suggestions, Lacie
KarenABS - 27 Oct 2005 16:15 GMT
Thanks so much for this information!

> See "Formatting Word fields with switches" on fellow MVP Graham Mayor's
> website at
[quoted text clipped - 12 lines]
> > the Word table?
> > Thanks for any suggestions, Lacie
Shannon - 05 Dec 2006 03:42 GMT
So, did I just take off the "100*" and format all 90 fields to be percentages
with 0 decimals in Access for naught?  Are you saying I'm going to have to
re-do all that in Word?  I had to do that for each field, because I when I
selected more than one field in the query, it took away the format options.  
It took a long time.

Now, will I have to make these switch changes in the table in Word
individually?  I've never used one, but this nonsense makes me want to switch
to a mac.  Please tell me how to cluster or select all the inserted fields I
want and "switdh" them all in one command.

Shannon

> See "Formatting Word fields with switches" on fellow MVP Graham Mayor's
> website at
[quoted text clipped - 12 lines]
> > the Word table?
> > Thanks for any suggestions, Lacie
macropod - 05 Dec 2006 05:17 GMT
For the currency, all you need to do is to add a picture switch to the
mergefield in you mailmerge template. To do this:
. select the mergefield
. press Shift-F9 to expose the field code. It should look something like
'{MERGEFIELD MyData}', where 'MyData' is your data field's name
. delete everything between 'MyData' and the closing field brace
. add ' \# $,0.00' after 'MyData', so that you end up with '{MERGEFIELD
MyData \# $,0.00}'
. press F9 to update the field
. run your mailmerge.

However, if you've already converted the values to percentages in Access
(heaven knows why), you can recover this in Word with just a little bit more
work. In addition to the above, before updating the field:
. select the 'MERGEFIELD MyData' string in your mergefield
. press Ctrl-F9 to insert a new pair of field braces, so that you get
'{{MERGEFIELD MyData} \# $,0.00}'
. insert an '=' sign between the first two field braces and '*100' after the
third field brace, so that you get '{={MERGEFIELD MyData}*100 \# $,0.00}'

Cheers

Signature

macropod
[MVP - Microsoft Word]
PS: If you want $ without cents, make the picture switch '\# $,0'
PPS: Switching to a Mac would make no difference - the same situation
applies there too.

> So, did I just take off the "100*" and format all 90 fields to be percentages
> with 0 decimals in Access for naught?  Are you saying I'm going to have to
[quoted text clipped - 25 lines]
> > > the Word table?
> > > Thanks for any suggestions, Lacie
 
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