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 Only a Date from Access.

Merging Only a Date from Access

by Allen Wyatt
(last updated February 18, 2016)

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.

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

Self-Aware Macros

Sometimes it may be helpful for a macro to know exactly where it is being executed. This tip provides a way that you can ...

Discover More

Counting with PivotTables

One of the ways you can use PivotTables is to generate counts of various items in a data table. This is a great technique if ...

Discover More

Word Find and Replace (Special Offer)

Word Find and Replace can help super-charge your document editing tasks. Another way you can increase your proficiency ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (menu)

Using Merge Fields

When creating a mail merge document, you use merge fields to indicate where the information from each record of your data ...

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" before ...

Discover More

Merging with Two Data Sources

Setting up a Word mail merge to combine a data source with a merge document is easy. But what if you want to use two data ...

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}] 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 less than 2?

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.

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.