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: Checking Your Data File.

Checking Your Data File

Written by Allen Wyatt (last updated April 26, 2025)
This tip applies to Word 97, 2000, 2002, and 2003


1

Word includes a powerful feature called Mail Merge that allows you to combine a document with data from a data source to create individualized documents. Once you have created your main document and your data file is attached, it is a good idea to run a final check by comparing your data file with your document. To do this, simply open your main document. The Mail Merge toolbar should be visible near the top of the screen.

Near the middle of the Mail Merge toolbar is a button with a check mark on it. Click your mouse on this button, and your data file will be compared against your master document to ensure that all your fields are correctly formatted and accessible. If Word encounters any problems (such as a missing data field in your data file), it will notify you. This allows you to correct the problem before actually trying to create your final merged documents.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1371) 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: Checking Your Data File.

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

Viewing Footnotes and Endnotes

Footnotes and endnotes are normally visible with the rest of your document, but such visibility is dependent on which ...

Discover More

Nifty Zooming

If you are using a mouse that has a center wheel, you can use the wheel to zoom in and out of your work. This tip shows ...

Discover More

Noting the Current Style

One of the drawbacks of the ribbon interface used in Word is that it can be difficult to easily see what style is applied ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 365 applications with VBA programming. Written in clear terms and understandable language, the book includes systematic tutorials and contains both intermediate and advanced content for experienced VB developers. Designed to be comprehensive, the book addresses not just one Office application, but the entire Office suite. Check out Mastering VBA for Microsoft Office 365 today!

More WordTips (menu)

Merging Formatted Data

Using the mail merge feature of Word, you can make data from Access databases accessible for your documents. How ...

Discover More

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

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
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 9 - 6?

2025-05-23 00:06:14

Peter

I use Excel to provide data for generating a letter with Mail Merge.
I have an error in a date calculation which returns the 5 digit number instead of a the year number:
MERGEFIELD Paid_up_to_Date \@ "YYYY" \* MERGEFORMAT
This used to work but has been giving me trouble for a number of months. The actual field block is like this (see Figure 1 below)

How do I fix it?

Figure 1. 


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.