See the relevant section of http://www.gmayor.com/formatting_word_fields.htm

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Graham Mayor - Word MVP

My web site www.gmayor.com
Word MVP web site http://word.mvps.org


Steve wrote:
Hey,

I have Access 2002 and Word 2002.

My problem lies with doing a mail merge from an Access file
containing names and addresses. (Yes, it's my Christmas list. I'm
late again this year. Sigh.) Anyway, for a number of my records I
have a 9 digit zip code. For the rest it's 5 digit, of course, since
I live in the US. For most of these records the 9 digit zip will
emerge from mail merge as 123456789 instead of 12345-6789. Access
formats it correctly and even accepts, indeed insists, on taking just
the numbers.
Is there some way to get the mailing labels to format the zip
correctly? As it is, I merge into a new document and fix the long
zips manually.
TIA,

Steve