leading zeros in mail merge

Using 2007 Excel and 2007 Word
A co-worker has a name/addr file in Excel and formatted the zip column as
category, special 00000. Zip shows fine.

However when uses word mail merge to produce mailing labels, the leading
zeros are dropped.

What need to be done?

TIA

I'm not an expert but i saw a while back a web site that dealt thoroughly
with just this question. I think the author was Graham Mayor. Someone here
will be able to give the link, or you could google his name plus "word format
switches".

Peter.

"dp" wrote:

Using 2007 Excel and 2007 Word
A co-worker has a name/addr file in Excel and formatted the zip column as
category, special 00000. Zip shows fine.

However when uses word mail merge to produce mailing labels, the leading
zeros are dropped.

What need to be done?

TIA

"dp" wrote:

Using 2007 Excel and 2007 Word
A co-worker has a name/addr file in Excel and formatted the zip column as
category, special 00000. Zip shows fine.

However when uses word mail merge to produce mailing labels, the leading
zeros are dropped.

What need to be done?

TIA

What you can do is select the cells with the zip codes in your database,
right click the mouse for a menu, select format cell, on the top tab select
number, then select special, then select zip code. This will format all 5
characters, even if they have leading zeros...

"dp" wrote:

Using 2007 Excel and 2007 Word
A co-worker has a name/addr file in Excel and formatted the zip column as
category, special 00000. Zip shows fine.

However when uses word mail merge to produce mailing labels, the leading
zeros are dropped.

What need to be done?

TIA

Found the link...

http://www.gmayor.com/formatting_word_fields.htm

"dp" wrote:

Using 2007 Excel and 2007 Word
A co-worker has a name/addr file in Excel and formatted the zip column as
category, special 00000. Zip shows fine.

However when uses word mail merge to produce mailing labels, the leading
zeros are dropped.

What need to be done?

TIA

Hi dp,

The following field code correctly formats 5-digit and 5+4-digit Zip Code data, even where the source data may have incorrect
formatting such as a hyphen followed by trailing 0s after plain 5-digit Zip Codes (eg because a db only accepts Zip Codes in the
5+4-digit format) or is formatted as a 5-digit or 9-digit string without hyphens. A data field named ‘ZipCode’ is assumed.
{QUOTE
{SET Zip {MERGEFIELD ZipCode}}
{IF{Zip} 99999 {SET Zip {Zip \# "00000'-'0000"}}}
"{=-{=-{Zip}-Zip}/2 \# 00000;;}{=-({Zip}*(-1)-Zip)/2 \# ;-0000;}"}

Note: The field brace pairs (ie '{ }') for the above example are created via Ctrl-F9 - you can't simply type them or copy & paste
them from this message.

--
Cheers
macropod
[Microsoft MVP - Word]


"dp" wrote in message ...
Using 2007 Excel and 2007 Word
A co-worker has a name/addr file in Excel and formatted the zip column as
category, special 00000. Zip shows fine.

However when uses word mail merge to produce mailing labels, the leading
zeros are dropped.

What need to be done?

TIA

Thanks for taking time to reply. We did get this far with excel but after
the mail merge into Word labels, the zero dropped again.

"cappy" wrote:

What you can do is select the cells with the zip codes in your database,
right click the mouse for a menu, select format cell, on the top tab select
number, then select special, then select zip code. This will format all 5
characters, even if they have leading zeros...

"dp" wrote:

Using 2007 Excel and 2007 Word
A co-worker has a name/addr file in Excel and formatted the zip column as
category, special 00000. Zip shows fine.

However when uses word mail merge to produce mailing labels, the leading
zeros are dropped.

What need to be done?

TIA

Peter - I printed your answer
and Macropod - I've printed out the link you sent.
Thanks for the information we have to try these.

"macropod" wrote:

Hi dp,

The following field code correctly formats 5-digit and 5+4-digit Zip Code data, even where the source data may have incorrect
formatting such as a hyphen followed by trailing 0s after plain 5-digit Zip Codes (eg because a db only accepts Zip Codes in the
5+4-digit format) or is formatted as a 5-digit or 9-digit string without hyphens. A data field named ‘ZipCode’ is assumed.
{QUOTE
{SET Zip {MERGEFIELD ZipCode}}
{IF{Zip} 99999 {SET Zip {Zip \# "00000'-'0000"}}}
"{=-{=-{Zip}-Zip}/2 \# 00000;;}{=-({Zip}*(-1)-Zip)/2 \# ;-0000;}"}

Note: The field brace pairs (ie '{ }') for the above example are created via Ctrl-F9 - you can't simply type them or copy & paste
them from this message.

--
Cheers
macropod
[Microsoft MVP - Word]


"dp" wrote in message ...
Using 2007 Excel and 2007 Word
A co-worker has a name/addr file in Excel and formatted the zip column as
category, special 00000. Zip shows fine.

However when uses word mail merge to produce mailing labels, the leading
zeros are dropped.

What need to be done?

TIA

.

Peter - found the zip info in gmayor link and looks sooo simple but I managed
to unsimplify it. I used the insert merge field button for the zip and tried
to edit that, then I was adding spaces where none were needed. Took Macropods
advise about Ctrl+f9 but this was adding another set of brackets. I either
got nothing or an invalid merge field message.

Finally I typed the info {MERGEFIELD ZIP\#"00000"} and used the Ctrl+f9 and
it worked! Thank you both



"dp" wrote:

Peter - I printed your answer
and Macropod - I've printed out the link you sent.
Thanks for the information we have to try these.

"macropod" wrote:

Hi dp,

The following field code correctly formats 5-digit and 5+4-digit Zip Code data, even where the source data may have incorrect
formatting such as a hyphen followed by trailing 0s after plain 5-digit Zip Codes (eg because a db only accepts Zip Codes in the
5+4-digit format) or is formatted as a 5-digit or 9-digit string without hyphens. A data field named ‘ZipCode’ is assumed.
{QUOTE
{SET Zip {MERGEFIELD ZipCode}}
{IF{Zip} 99999 {SET Zip {Zip \# "00000'-'0000"}}}
"{=-{=-{Zip}-Zip}/2 \# 00000;;}{=-({Zip}*(-1)-Zip)/2 \# ;-0000;}"}

Note: The field brace pairs (ie '{ }') for the above example are created via Ctrl-F9 - you can't simply type them or copy & paste
them from this message.

--
Cheers
macropod
[Microsoft MVP - Word]


"dp" wrote in message ...
Using 2007 Excel and 2007 Word
A co-worker has a name/addr file in Excel and formatted the zip column as
category, special 00000. Zip shows fine.

However when uses word mail merge to produce mailing labels, the leading
zeros are dropped.

What need to be done?

TIA

.

If you use Alt+F9 after inserting the merge field, the display of field
codes will be toggle on to reveal { MERGEFIELD "fieldname" } and then you
can add the formatting switch inside the closing }

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP, originally posted via msnews.microsoft.com

"dp" wrote in message
...
Peter - found the zip info in gmayor link and looks sooo simple but I
managed
to unsimplify it. I used the insert merge field button for the zip and
tried
to edit that, then I was adding spaces where none were needed. Took
Macropods
advise about Ctrl+f9 but this was adding another set of brackets. I
either
got nothing or an invalid merge field message.

Finally I typed the info {MERGEFIELD ZIP\#"00000"} and used the Ctrl+f9
and
it worked! Thank you both



"dp" wrote:

Peter - I printed your answer
and Macropod - I've printed out the link you sent.
Thanks for the information we have to try these.

"macropod" wrote:

Hi dp,

The following field code correctly formats 5-digit and 5+4-digit Zip
Code data, even where the source data may have incorrect
formatting such as a hyphen followed by trailing 0s after plain 5-digit
Zip Codes (eg because a db only accepts Zip Codes in the
5+4-digit format) or is formatted as a 5-digit or 9-digit string
without hyphens. A data field named ‘ZipCode’ is assumed.
{QUOTE
{SET Zip {MERGEFIELD ZipCode}}
{IF{Zip} 99999 {SET Zip {Zip \# "00000'-'0000"}}}
"{=-{=-{Zip}-Zip}/2 \# 00000;;}{=-({Zip}*(-1)-Zip)/2 \# ;-0000;}"}

Note: The field brace pairs (ie '{ }') for the above example are
created via Ctrl-F9 - you can't simply type them or copy & paste
them from this message.

--
Cheers
macropod
[Microsoft MVP - Word]


"dp" wrote in message
...
Using 2007 Excel and 2007 Word
A co-worker has a name/addr file in Excel and formatted the zip
column as
category, special 00000. Zip shows fine.

However when uses word mail merge to produce mailing labels, the
leading
zeros are dropped.

What need to be done?

TIA

.