Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Merging Formatted Data.

Merging Formatted Data

by Allen Wyatt
(last updated November 5, 2016)

Volker described a situation that he was having when merging data from an Access database. In the database he uses a mask for the phone number field, such as !(999) 000-0000;;_. When he merges the phone number into the Word document, the formatting symbols (the dashes and parentheses) are not in the merged data, so the phone numbers look strange.

If you have control over the Access database, perhaps the simplest solution is to change how the data is actually stored in your Access data table. When you define your phone number field in Access, specify that the mask characters be saved with the data in the phone number field. (Access allows you to either save the mask characters or not.) If you choose to store without them, you'll save space in your data table. If you choose to store with them, then they are available for export to programs such as Word.

If you have no control over the Access database, then making changes to how data is stored is probably not an option for you. In that case you may need to play with the merge fields used by Word. If the data is stored in the Access table as a number, then you can add a mask to the MERGEFIELD field within your Word merge document. Some good tips for how to do that can be found at either of the following locations:

http://homepage.swissonline.ch/cindymeister/MM2002/MM2002.htm
http://www.gmayor.com/formatting_word_fields.htm

Remember that using masks in this manner will only work if your phone number is stored in Access as a numeric value. Based on the fact that you are using a mask for the Access field, that tells me that your phone number is stored as text. (Masks are available only for date and text fields in Access, not for numeric fields.) The only recourse in that case is to actually modify how information is stored in the Access table.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (143) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Merging Formatted Data.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Getting Rid of Wizards and Templates

Templates and wizards are used rather extensively in Word to either process a document or define how that document is to ...

Discover More

Calculating the Last Day in a Week Number

Given a particular week number for a year, you may want to figure out the date of the last day in that week. There is no ...

Discover More

Changing AutoComplete Words

AutoComplete allows you to easily complete words you are typing in your document. If AutoComplete is presenting you with the ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

MORE WORDTIPS (MENU)

Data Source File in Word 2003

The security features introduced in Word 2003 resulted in a change in the dialog boxes you see when opening mail-merge source ...

Discover More

Speeding Up Mail Merges

The Mail Merge tool in Word is a great way to create new, customized documents. If you are doing a lot of merging, you may ...

Discover More

Mail Merge and Data Source Documents become Unattached

When you create a mail merge document, you attach it to a data source that is the basis for the information to be merged with ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments for this tip:

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is seven minus 6?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.

Links and Sharing
Share