format numbers in a mail merge

[debbie M]

In office 2007. I'm merging number fields into a word docx. In the excel
file they are formated as numbers 250,750 but in the word file they are
coming across as 250750. I would like either 250,750 or $250,750. Please
Help ASAP

 

[macropod]

Hi debbie,

In Word, add a numeric picture switch to the mergefield. To do this:
.. select the field;
.. press Shift-F9 to reveal the field coding. It should look something like {MERGEFIELD MyData};
.. edit the field so that you get {MERGEFIELD MyData \# $,0} (or whatever other numeric format you prefer - see below);
.. position the cursor anywhere in this field and press F9 to update it;
.. run your mailmerge.

Note: The '\# 0' in the field is referred to as a numeric picture switch. Other possibilities include:
.. \# 0 for rounded whole numbers
.. \# ,0 for rounded whole numbers with a thousands separator
.. \# ,0.00 for numbers accurate to two decimal places, with a thousands separator
.. \# $,0.00;($,0.00);'-' for currency, with brackets around negative numbers and a hyphen for 0 values

 

[Peter Jamieson]

Use alt-F9 to display the underlying "field codes" in your Word
Mailmerge main document.

If you are using e.g.

{ MERGEFIELD myfield }

to insert the number, delete anything in there that looks like
\*Mergeformat, and add a "numeric picture switch", so you have (e.g.)

{ MERGEFIELD myfield \#",0" }

or

{ MERGEFIELD myfield \#"$,0" }

Use Alt-F9 to toggle your field codes so they show results, and try
previewing some records or merging to a new document.


Peter Jamieson

http://tips.pjmsn.me.uk