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  1. #1
    5 Star Lounger Lou Sander's Avatar
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    ZIP Codes in Mail Merge from Excel Data (2002)

    I have a nice, well-functioning mail merge document that uses an Excel 2002 worksheet as its data source. The ZIP codes on the Excel worksheet are in Excel's 5-digit ZIP Code format. There are two frustrating problems when I mail merge:

    1) In addresses, Word puts only one space, not the preferred two, between the State and the ZIP. This is part of the Address Block, and I don't see a way to change it.

    2) Word drops the leading zeroes on ZIP codes from Massachusetts, New Jersey, etc.

    I have reasons to keep the Excel ZIP codes in ZIP format, but I could convert them to text if that's the only way to fix things.

    Who can help?
    Lou Sander
    Pittsburgh, Pennsylvania
    USA

  2. #2
    Plutonium Lounger
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    Re: ZIP Codes in Mail Merge from Excel Data (2002)

    1. You can use the Insert Merge Fields button on the Mail Merge toolbar to insert the State and ZIP as separate fields. You can then insert two spaces between them.

    2. Right-click the ZIP merge field and select Toggle Field Codes. Before the closing bracket } , insert # 00000
    Then right-click and select Toggle Field Codes again. This will format the ZIP coded with leading zeroes.

  3. #3
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    Re: ZIP Codes in Mail Merge from Excel Data (2002)

    Hi Hans,

    You could also cheat by changing the numeric picture switch to: # 00000
    This puts in the extra space also, but it might confuse the heck out of anyone else trying to maintain the system later on....

    Cheers
    Cheers,

    Paul Edstein
    [MS MVP - Word]

  4. #4
    Uranium Lounger
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    Re: ZIP Codes in Mail Merge from Excel Data (2002)

    Hi macropod:
    You could also use { MERGEFIELD PostalCode # " 00000" } which will put in the extra space. Don't know if it will confuse someone...they could always come here for help. <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

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