Zeros in empty merge fields

[P. J.]

Hi! When I mail merge address info from a spreadsheet, the
last merge field--empty zip code--does not close up. I
have two zip code fields: one for physical address and one
for P. O. Boxes. The last field shows up as a zero when
empty. I tried setting the options by unchecking zero,
but that doesn't fix the problem. I've also tried
formatting the zip column to text and number to see if
that would fix it, but don't remember that it fixed the
problem. The zero doesn't really keep the mail from being
delivered, but it would be nice if the blank field would
just disappear as do other empty fields. Any information
would be greatly appreciated. Thanks!

P. J.

 

[Debra Dalgleish]

In the Mail Merge, after you select your Excel file as a data source,
you should see a 'Confirm Data Source' dialog box.
(If you don't see the dialog box, change the setting in Word --
under Tools>Options, General -- add a check mark to
'Confirm Conversion at Open')

From that list, choose 'MS Excel Worksheets via DDE (*.xls)', and your
blanks should be retained.

If you have to connect through a different source, you can format the
fields in the Word document. For example:

1. In Word, in the Main Document, press Alt+F9 to view the field codes.
2. Find the field code for the PO Box Zip. It will look something like:
{ MERGEFIELD "POZip" }
3. Click to the left of this field, and choose Insert>Field
4. Select IF, click OK
5. The result should be: {IF \* MERGEFORMAT }
6. Delete the switch ( \* MERGEFORMAT)
7. Select the { MERGEFIELD "POZip"} and cut it.
8. Click inside the IF field, just in front of the closing bracket.
9. Create the following, pasting in the cut text, instead of typing it:
{IF "{MERGEFIELD "POZip"}" = "0" "" "{MERGEFIELD "POZip"}"}
10. Press Alt+F9 to hide the field codes.
11. Save the Main Document, and view the records