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MS Office Forum / Word / Mailmerge and Fax / August 2005Zip+4 formatting in mail merge
My data source is in an Excel spreadsheet. Some zip codes are 5 digits, some are 5+4. When I open the data source in Word, leading zeros are dropped from all of the 5 digit zips. More troublesome is the problem that all of the 5+4 zip codes appear as 0. I've tried formatting the field as text to no avail on either problem. The lovely Graham explains this about 2/3rds of the way down this page: http://www.gmayor.com/formatting_word_fields.htm ******************* ~Anne Troy www.OfficeArticles.com > My data source is in an Excel spreadsheet. Some zip codes are 5 digits, some > are 5+4. When I open the data source in Word, leading zeros are dropped from > all of the 5 digit zips. More troublesome is the problem that all of the 5+4 > zip codes appear as 0. I've tried formatting the field as text to no avail on > either problem. The leading zero problem is resolved, thank you. The bigger issue, and the one that remains is the problem of the Zip+4 formatting changing the data to 0. That is to say, in Excel, the data is, for example, 97105-4568, in Word, in the "review/edit data" screen, the zip field is populated with 0 for every record that has a zip+4 format. Simply formatting this with a switch won't work because then it's populated with 00000-0000. > The lovely Graham explains this about 2/3rds of the way down this page: > http://www.gmayor.com/formatting_word_fields.htm [quoted text clipped - 12 lines] > on > > either problem. The problem is the hyphen in the Excel data source. Remove that and you can use the method suggested on the page Ann posted earlier. If you are unable to remove the hyphen from the data source, then see the Excel data section of http://www.gmayor.com/mail_merge_labels_with_word_xp.htm  Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > The leading zero problem is resolved, thank you. > [quoted text clipped - 17 lines] >>> the problem that all of the 5+4 zip codes appear as 0. I've tried >>> formatting the field as text to no avail on either problem. Eventually, it worked, though the process was very arduous. In the end, using the command buttons (instead of the wizard) with a .txt version of the data file worked. If you are referring to the DDE method of data transfer in your response, I tried that and the whole system crashed. I think, in general, these are persistent problems the good people at Microsoft would do well to fix. > The problem is the hyphen in the Excel data source. Remove that and you can > use the method suggested on the page Ann posted earlier. If you are unable [quoted text clipped - 22 lines] > >>> the problem that all of the 5+4 zip codes appear as 0. I've tried > >>> formatting the field as text to no avail on either problem.
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