Written by Allen Wyatt (last updated September 23, 2017)
This tip applies to Word 97, 2000, 2002, and 2003
Tricia is creating a mail-merge document using an Access database as a data source. One of the fields being merged is a date/time field, but when the merge is complete the resulting merged data shows both the time and the date. Tricia wants to only show the date portion of the data.
There are two ways you can approach this issue. One is to format the data in the original Access database and the other is to format what is merged from that database. If you have access to the database, you can look at it in design view (in Access) and change the format of the field. Format it using something like mm/dd/yyyy, and that is the way that the data will be merged into Word.
The other approach is to change the formatting used with the merge field in Word. Display the source of the merge field, and it should look something like the following:
{ MERGEFELD NameOfDateFieldInAccess \* MERGEFORMAT }
You want to add a formatting code to the field; change it to look like the following:
{ MERGEFELD NameOfDateFieldInAccess \@ "M/d/yyyy" \* MERGEFORMAT }
Now, collapse the field code and again run your merge. The merged data should be shown in the specified format (M/d/yyyy). If you want a different format, all you need to do is change the pattern used in the merge field.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (428) 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 Only a Date from Access.
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!
If you are filtering a mail merge in Excel, and you get blank labels in the printout in Word, chances are good that ...
Discover MoreOne of the data sources that Word allows you to use for your mail merges is an Excel worksheet. You may get unexpected ...
Discover MoreWhen you use an Excel workbook as a data source for your merged document, you may be surprised if what is merged doesn't ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
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.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2025 Sharon Parq Associates, Inc.
Comments