How can I maintain Excel's number formatting when merging to Word?

[jenniferb]

I have data in Excel that is set to automatically round to two decimal places
and maintain currency formatting, but when I merge it into Word, that
formatting is lost. Is there a way that this number formatting can be
maintained when merged to Word?

 

[Peter Jamieson]

Generally speaking, if you connect to your Excel data using DDE, Word will
retain more of the formatting info. in the Excel sheet - to do that in Word
2002/2003, check Word Tools|Options|General|"Confirm conversion at open" and
go through the process of connecting to your data source again. You must
have Excel to do this.

Peter Jamieson

 

[Doug Robbins]

See "Formatting Word fields with switches" on fellow MVP Graham Mayor's
website at

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


--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Heidi]

Does anyone know how to replicate this is Word 2007 yet?

 

[Doug Robbins - Word MVP]

In exactly the same way. Alt+F9 to display the field codes and add the
appropriate formatting switch.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[Graham Mayor]

The switches on that page should work equally well in 2007?

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Graham Mayor - Word MVP


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[Roxanne]

When working in Excel 2007 you do need to 'protect' the spreadsheet before
you use it for a data source.
In Excel, click on the 'Review' tab, and then click on 'Protect Sheet'.
Click on 'Format Cells' and then click 'OK' without entering a password
(unless it is needed).
You should now be able to merge your information without difficulty.

This is the same process you would need to go through to have a date from
the Excel data base merge into a Word document in the desired format.

Excel's default is 04/30/08. Generally, in a letter you want the date to
appear as: April 30, 2008. By following the above steps to protect the Excel
document the merge will complete correctly.

Just remember to unprotect the spreadsheet if you need to make any changes
to it.

 

[Doug Robbins - Word MVP]

Sorry, Roxanne, but that is one thing that you need to un-learn!

It is not necessary for an Excel spreadsheet to be protected for it to be
able to be used as a mailmerge data source.

If you want to maintain formatting in the way that Jenniferb was after, you
add a formatting switch to the mergefield in Word.

See "Formatting Word fields with switches" on fellow MVP Graham Mayor's
website at

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


--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP