mail merge / zip code problem

[Leslie]

I did a mail merge to make address labels with addresses from an Excel
spreadsheet. When I completed the merge, any zip codes that start with a zero
were missing the zero (ie if it was supposed to be 06647, instead it was
6647) How do I correct this?

Thank you

 

[Graham Mayor]

Use a formatting switch on the field -
http://www.gmayor.com/formatting_word_fields.htm

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Graham Mayor - Word MVP


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[PA]

When numbers in Excel are formatted in the General or a Number format, Excel
drops leading zero's because they are not significant in doing calculations.
Highlight the cells containing the zip codes in Excel, then select Cells
from the Format menu.

 

[Graham Mayor]

\# "00000" is a struggle?

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Graham Mayor - Word MVP


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[Leslie]

I had actually done what PA suggested in order to add the zeroes to my
zipcodes. when I do the merge, the zeroes are removed.

Graham, I looked at the link you referred me to and I don't understand at
all what it is they are telling me to do. Would you be able to explain?

Thank you for your help.

 

[PA]

You need to use DDE as the data transfer protocol. If you are not given the
choice, in Word choose Options from the Tools menu. On the General tab check
Confirm Conersion on Open.
You will be good to go. There is nothing wrong with switches, except you
have ot deal with them everytime you generate a new merge document. This is
a one time thing.
Unfortunately, in my opinion, Microsoft made an error when they changed the
default from DDE to the current OLEDB. Especially for those of us who merge
data from Excel or Access.

 

[Graham Mayor]

Right click the Zip field and toggle the display
You will see {Mergefield ZIP} (or something similar)
add the switch between the brackets
{Mergefield ZIP \# "00000"}
Right click and toggle back then F9 to update.

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Graham Mayor - Word MVP


<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Leslie]

Eureka! That worked. Thank you.

You need to use DDE as the data transfer protocol. If you are not given the
choice, in Word choose Options from the Tools menu. On the General tab check
Confirm Conersion on Open.
You will be good to go. There is nothing wrong with switches, except you
have ot deal with them everytime you generate a new merge document. This is
a one time thing.
Unfortunately, in my opinion, Microsoft made an error when they changed the
default from DDE to the current OLEDB. Especially for those of us who merge
data from Excel or Access.