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#1
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Problem Maintaing Excel Format after Mail Merge
How do I keep the display result in Mail Merge to follow exactly the format
set in the Excel file? I cannot use the format switches due to the same field in the excel file contains multiple format, ie. the same field contains data like date and numbers, i need the display result in Word to show both dates and numbers. |
#2
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Problem Maintaing Excel Format after Mail Merge
Try setting the "Confirm file coversions at open" item under
ToolsOptionsGeneral and then when you attach the data source, use the DDE option. You may also need to format the cells in column that contains that data as Text. -- 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 "Mike" wrote in message ... How do I keep the display result in Mail Merge to follow exactly the format set in the Excel file? I cannot use the format switches due to the same field in the excel file contains multiple format, ie. the same field contains data like date and numbers, i need the display result in Word to show both dates and numbers. |
#3
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Problem Maintaing Excel Format after Mail Merge
Hi Doug,
The DDE options worked. The formating was retained. Thanks for your tips. I have another problem though. All the while, I've been testing the merge documents stored in local hard drive. It works fine. However, when I tried to merged documents located in folders stored in the server, as I clicked open the Word document, it gave me an error that is can't locate the source data. For your info, my source data is a ms query data in excel format. I then tried stored the query file in my local harddrive while maintaining the Word file in the server, it works. Does it means that my source data must always be in the server or there is a way to get around it? Thanks in advance. Regards. Mike "Doug Robbins - Word MVP" wrote: Try setting the "Confirm file coversions at open" item under ToolsOptionsGeneral and then when you attach the data source, use the DDE option. You may also need to format the cells in column that contains that data as Text. -- 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 "Mike" wrote in message ... How do I keep the display result in Mail Merge to follow exactly the format set in the Excel file? I cannot use the format switches due to the same field in the excel file contains multiple format, ie. the same field contains data like date and numbers, i need the display result in Word to show both dates and numbers. |
#4
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Problem Maintaing Excel Format after Mail Merge
Normally Word will retain information about the attached data source. By
default it expects to find that data source in the My Data Sources folder or in the same folder as the merge document. Elsewhere and it *may* not be able to keep track. The answers are to re-attach the data source before merging or move it to a location where it can find it. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Mike wrote: Hi Doug, The DDE options worked. The formating was retained. Thanks for your tips. I have another problem though. All the while, I've been testing the merge documents stored in local hard drive. It works fine. However, when I tried to merged documents located in folders stored in the server, as I clicked open the Word document, it gave me an error that is can't locate the source data. For your info, my source data is a ms query data in excel format. I then tried stored the query file in my local harddrive while maintaining the Word file in the server, it works. Does it means that my source data must always be in the server or there is a way to get around it? Thanks in advance. Regards. Mike "Doug Robbins - Word MVP" wrote: Try setting the "Confirm file coversions at open" item under ToolsOptionsGeneral and then when you attach the data source, use the DDE option. You may also need to format the cells in column that contains that data as Text. -- 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 "Mike" wrote in message ... How do I keep the display result in Mail Merge to follow exactly the format set in the Excel file? I cannot use the format switches due to the same field in the excel file contains multiple format, ie. the same field contains data like date and numbers, i need the display result in Word to show both dates and numbers. |
#5
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Problem Maintaing Excel Format after Mail Merge
Hi Mike,
The fact that there are different kinds of data in the fields doesn't prevent formatting switches being used. At most you'll need an IF test. For example: {IF{MERGEFIELD Data \@ "dd-MM-yy"}= "??-??-??" {MERGEFIELD Data \@ "dd-MM-yy"} {MERGEFIELD Data \# ",0.00"}} 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 [MVP - Microsoft Word] "Mike" wrote in message ... How do I keep the display result in Mail Merge to follow exactly the format set in the Excel file? I cannot use the format switches due to the same field in the excel file contains multiple format, ie. the same field contains data like date and numbers, i need the display result in Word to show both dates and numbers. |
#6
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Problem Maintaing Excel Format after Mail Merge
Dear macropod,
Haven't try this yet, but tried the DDE method suggested by Doug Robbins. It worked, but have some problems if the files are stored in the server. Anyway, thanks for your suggestion. Regards, Mike "macropod" wrote: Hi Mike, The fact that there are different kinds of data in the fields doesn't prevent formatting switches being used. At most you'll need an IF test. For example: {IF{MERGEFIELD Data \@ "dd-MM-yy"}= "??-??-??" {MERGEFIELD Data \@ "dd-MM-yy"} {MERGEFIELD Data \# ",0.00"}} 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 [MVP - Microsoft Word] "Mike" wrote in message ... How do I keep the display result in Mail Merge to follow exactly the format set in the Excel file? I cannot use the format switches due to the same field in the excel file contains multiple format, ie. the same field contains data like date and numbers, i need the display result in Word to show both dates and numbers. |
#7
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Problem Maintaing Excel Format after Mail Merge
DDE is at best a flaky method of connection to a data source which is the
reason it was abandoned as the default from Word 2002. Ultimately it would be better to configure your data source properly to avoid the problem in the first place, or to use conditional fields to ensure that the correct data is applied - see also http://www.gmayor.com/formatting_word_fields.htm -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Mike wrote: Dear macropod, Haven't try this yet, but tried the DDE method suggested by Doug Robbins. It worked, but have some problems if the files are stored in the server. Anyway, thanks for your suggestion. Regards, Mike "macropod" wrote: Hi Mike, The fact that there are different kinds of data in the fields doesn't prevent formatting switches being used. At most you'll need an IF test. For example: {IF{MERGEFIELD Data \@ "dd-MM-yy"}= "??-??-??" {MERGEFIELD Data \@ "dd-MM-yy"} {MERGEFIELD Data \# ",0.00"}} 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 [MVP - Microsoft Word] "Mike" wrote in message ... How do I keep the display result in Mail Merge to follow exactly the format set in the Excel file? I cannot use the format switches due to the same field in the excel file contains multiple format, ie. the same field contains data like date and numbers, i need the display result in Word to show both dates and numbers. |
#8
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Problem Maintaing Excel Format after Mail Merge
Hi Graham,
I have this perculiar requirement that after merging the document, I need the Field 1 decimal point to be as such that when Field 2=H, the decimal format should be "0.0", and no decimal point for anything other than H in Field 2. Can you suggest a conditional formating formula that I should use in this case? Field 1 Field 2 3 D 2.3 H 4 U 5 C Regards, Mike "Graham Mayor" wrote: DDE is at best a flaky method of connection to a data source which is the reason it was abandoned as the default from Word 2002. Ultimately it would be better to configure your data source properly to avoid the problem in the first place, or to use conditional fields to ensure that the correct data is applied - see also http://www.gmayor.com/formatting_word_fields.htm -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Mike wrote: Dear macropod, Haven't try this yet, but tried the DDE method suggested by Doug Robbins. It worked, but have some problems if the files are stored in the server. Anyway, thanks for your suggestion. Regards, Mike "macropod" wrote: Hi Mike, The fact that there are different kinds of data in the fields doesn't prevent formatting switches being used. At most you'll need an IF test. For example: {IF{MERGEFIELD Data \@ "dd-MM-yy"}= "??-??-??" {MERGEFIELD Data \@ "dd-MM-yy"} {MERGEFIELD Data \# ",0.00"}} 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 [MVP - Microsoft Word] "Mike" wrote in message ... How do I keep the display result in Mail Merge to follow exactly the format set in the Excel file? I cannot use the format switches due to the same field in the excel file contains multiple format, ie. the same field contains data like date and numbers, i need the display result in Word to show both dates and numbers. |
#9
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Problem Maintaing Excel Format after Mail Merge
{ IF { MERGEFIELD Field2 \*Upper} = "H" "{ Mergefield Field1 \# ",0.0" }"
"{ Mergefield Field1 \# ",0" }"} The comma in the switches is the (optional) thousands separator. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Mike wrote: Hi Graham, I have this perculiar requirement that after merging the document, I need the Field 1 decimal point to be as such that when Field 2=H, the decimal format should be "0.0", and no decimal point for anything other than H in Field 2. Can you suggest a conditional formating formula that I should use in this case? Field 1 Field 2 3 D 2.3 H 4 U 5 C Regards, Mike "Graham Mayor" wrote: DDE is at best a flaky method of connection to a data source which is the reason it was abandoned as the default from Word 2002. Ultimately it would be better to configure your data source properly to avoid the problem in the first place, or to use conditional fields to ensure that the correct data is applied - see also http://www.gmayor.com/formatting_word_fields.htm -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Mike wrote: Dear macropod, Haven't try this yet, but tried the DDE method suggested by Doug Robbins. It worked, but have some problems if the files are stored in the server. Anyway, thanks for your suggestion. Regards, Mike "macropod" wrote: Hi Mike, The fact that there are different kinds of data in the fields doesn't prevent formatting switches being used. At most you'll need an IF test. For example: {IF{MERGEFIELD Data \@ "dd-MM-yy"}= "??-??-??" {MERGEFIELD Data \@ "dd-MM-yy"} {MERGEFIELD Data \# ",0.00"}} 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 [MVP - Microsoft Word] "Mike" wrote in message ... How do I keep the display result in Mail Merge to follow exactly the format set in the Excel file? I cannot use the format switches due to the same field in the excel file contains multiple format, ie. the same field contains data like date and numbers, i need the display result in Word to show both dates and numbers. |
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