Word 2003 Mail Merge (Windows XP/Office 2003)

[jrwilson]

We are trying to create a mail merge in 2003. The main document is set up and the data source has been created in Excel 2003. In our data source, we have created two columns that have currency set as the format for one column and percentage set as the format for the other column. The only problem we are having is when it's merged, it does not bring over any of the dollar signs, 1000 separators (comma's) or the percent sign. This work previously in Word 2000/Office 2000. Any ideas?

[HansV]

One option is to add a format switch to the currency fields in Word:
- Right-click a merge field.
- Select Toggle Field Codes from the popup menu.
- Insert the following before the closing brace } but after the merge field name.
<code>
# "$ #,##0.00;($ #,##0.00)"
</code>
- Replace $ with the currency sign you need, if necessary.
- Press F9 to hode the field code and to update the field.

Another method:
- In Word, select Tools | Options...
- Activate the General tab.
- Tick the "Confirm conversion at Open" check box.
- Click OK.
- Go back to step 3 of the mail merge wizard (task pane).
- Click "Select a different list".
- Locate your workbook again.
- This time, you'll be prompted for a method to connect to the workbook.
- Select "MS Excel worksheets via DDE (*.xls)", then click OK.
- Continue as usual.
The nerge should now preserve the number formatting from Excel.

[jrwilson]

You're a genius!!!!!! Thanks so much!

[Cotton]

Adjusting the merge codes did it for me, although it caused the data to default to Courier New font, which had to be adjusted - no sweat.

The second option you mentioned is one I'm still trying to hunt down though, since 2003 menus are so different from the ribbon.

Thanks,

Cotton

[Cotton]

[quote name='HansV' post='641008' date='28-Mar-2007 01:36']Another method:
- In Word, select Tools | Options...
- Activate the General tab.
- Tick the "Confirm conversion at Open" check box.
- Click OK.
- Go back to step 3 of the mail merge wizard (task pane).
- Click "Select a different list".
- Locate your workbook again.
- This time, you'll be prompted for a method to connect to the workbook.
- Select "MS Excel worksheets via DDE (*.xls)", then click OK.
- Continue as usual.
The nerge should now preserve the number formatting from Excel.[/quote]

Found the "Confirm conversion at Open option"
Clicked OK
Clicked "Select Recipients"
Clicked "Use Existing List"
Selected Excel File
Got a selection box where I saw only one option - "OLE DB Database files"
got same result as before.
Why would I be missing the "MS Excel worksheets via DDE option you mention?

Cotton

[HansV]

According to Mail merge with Word 2007, the DDE option should still be available, so I have no idea why it's not present on your PC.

[Cotton]

I can see the option is available, but it seems to indicate it is only for *.xls files and results in a message "Unable to establish DDE connection". The "Excel Files via ODBC" option, which indicates the availablity for *.xlsx files, results in a message box stating simply that it was unable to open the file - no further explanation.

Cotton

[HansV]

I can't explain that - it looks like there's something not installed correctly on your PC.