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MS Office Forum / Word / Mailmerge and Fax / March 2005excel formatting when merged is lost
Just updatded from Office 97 to Office 2003. when I do mail merge and my data is in excel, the formatting of columns with numbers and zip codes do not retain the coding. A number of 72.08 comes into the letter as 72.99999999999999908 and the zip codes drop the first 0--06082 comes over as 6082. How can I correct this? See http://www.gmayor.com/formatting_word_fields.htm You'll probably find http://www.gmayor.com/mail_merge_labels_with_word_xp.htm helpful in overcoming the transition.  Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Just updated from Office 97 to Office 2003. when I do mail merge > and my data is in excel, the formatting of columns with numbers and > zip codes do not retain the coding. A number of 72.08 comes into the > letter as > 72.99999999999999908 and the zip codes drop the first 0--06082 comes > over as 6082. How can I correct this? Thank you for the link..So all formatting is done in the word document (much harder for me) when I look at the merged field, say on the zip code it only says merged zip and for the invoice amount is only says merged invoice amt. these are the headers I have in my excel spreadsheet. How do I get the second field referred to in your link so I can adjust? I appreciate your help. > See http://www.gmayor.com/formatting_word_fields.htm > You'll probably find [quoted text clipped - 7 lines] > > 72.99999999999999908 and the zip codes drop the first 0--06082 comes > > over as 6082. How can I correct this? I am not sure what you mean If you insert a field from the menu it will be placed as (e.g.) <<ZIP>> If you toggle that field ALT+F9 it will show {Mergefield ZIP} Add the switch within the brackets then toggle the display back and update the field. You can insert fields manually by using CTRL+F9 for each pair of field delimiters {} If that's not what you meant, please explain. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Thank you for the link..So all formatting is done in the word > document (much harder for me) when I look at the merged field, say [quoted text clipped - 23 lines] >>> 72.99999999999999908 and the zip codes drop the first 0--06082 comes >>> over as 6082. How can I correct this? In other words you have to manually type, for example for the zip code, after the (Mergedfield Zip) I have to manually type in the "Switch" in your document, of \#"00000" before the last ). When I did this for the zip and dollar amounts they appeared correctly. It seems very cumbersome that way however. Is there an easier way? Are these commands in your linked article somewhere in Word where I can access these and other switch commands or save what I have done ---or just don't loose your link? Old Bob thanks you again......... > I am not sure what you mean > [quoted text clipped - 33 lines] > >>> 72.99999999999999908 and the zip codes drop the first 0--06082 comes > >>> over as 6082. How can I correct this? Another thought, I was reading other possible solutions and the one that suggests that I go into tols..options...general and check confirm conversion at open" and when merging select "DDE option" brings the formatting over from excel as it did in Office 97. You just have to have the "sheet" in the first slot (no option this way of selecting a different sheet). Is there any problem or something I should watch out for using this method? Much easier than the "switches" that might be more usefull in more complicated mail merge functions--I will there too someday I am sure. > In other words you have to manually type, for example for the zip code, after > the (Mergedfield Zip) I have to manually type in the "Switch" in your [quoted text clipped - 42 lines] > > >>> 72.99999999999999908 and the zip codes drop the first 0--06082 comes > > >>> over as 6082. How can I correct this? You can use the DDE option as you have discovered, but inserting fields and their switches manually is by far the simplest method of constructing merge documents and essential if you want to use complex conditional fields. Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > Another thought, I was reading other possible solutions and the one > that suggests that I go into tols..options...general and check [quoted text clipped - 62 lines] >>>>>> 72.99999999999999908 and the zip codes drop the first 0--06082 >>>>>> comes over as 6082. How can I correct this?
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