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: Maintaining Leading Zeroes.

Maintaining Leading Zeroes

Written by Allen Wyatt (last updated September 10, 2022)
This tip applies to Word 97, 2000, 2002, and 2003


Suzanne has an Excel worksheet containing addresses. The ZIP Codes are formatted via the special Excel formatting that maintains leading zeroes. However, when she uses mail merge in Word, the leading zeroes are dropped.

There are several ways you can approach this problem. You could, for instance, go into Excel and create a new column that contains text versions of the numeric ZIP Codes. Here's a handy Excel formula to use to accomplish this:

=RIGHT("00000" & A1, 5)

If you put this formula in a column that has been formatted as text (and the ZIP Code is in cell A1), you end up with text that contains the leading zeroes. You can then use this new column in your merge in Word.

If you don't want to edit the original Excel data, then you should stick with making your changes in the Word merge document. Take a look at the document; it contains merge fields that indicate where the merged data will be placed. These fields also indicate how the merged data should be treated. If you select the merge field for the ZIP Code, you can expand it by pressing Shift+F9. You should see the underlying code that makes up the field. You can then modify the field code so it looks similar to this:

{ MERGEFIELD "Zip" \# 00000-0000 }

The name within the quote marks ("Zip") may well be different; it represents the name of the column in the Excel worksheet that needs to be merged. The important part is to add the formatting switch (\#) followed by the pattern to be used for formatting the merged data. When you are done making the change to the field, you can press Shift+F9 again to collapse the field, and then do your merge.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (324) 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: Maintaining Leading Zeroes.

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

Deriving Monthly Median Values

When processing huge amounts of data, it can be a challenge to figure out how to derive the aggregate values you need. ...

Discover More

Creating an E-mail Message from the Current Document

In some earlier versions of Word, you could type an e-mail in your document and then have Word e-mail it, as a message, ...

Discover More

Highlighting Buried Verbs

Checking the grammar in a document can be complex, especially when it comes to advanced evaluations such as buried verbs. ...

Discover More

Discover the Power of Microsoft Office This beginner-friendly guide reveals the expert tips and strategies you need to skyrocket your productivity and use Office 365 like a pro. Mastering software like Word, Excel, and PowerPoint is essential to be more efficient and advance your career. Simple lessons guide you through every step, providing the knowledge you need to get started. Check out Microsoft Office 365 For Beginners 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 ...

Discover More

Getting Rid of Spaces in Merged Data

When you merge information with a Word document, you may not be completely satisfied with the appearance of some of the ...

Discover More

Checking Your Data File

When you get ready to merge a document with a data source, you'll want to make sure that everything is "as expected" ...

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

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}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. 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 two minus 0?

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


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Videos
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.