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#1
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mail merge problem with Zip codes
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 |
#2
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mail merge problem with Zip codes
See the relevant section of 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 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 |
#3
Posted to microsoft.public.word.mailmerge.fields
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mail merge problem with Zip codes
Thank you.
If I understand you correctly I will have to stop using the Mail Merge wizard to do this. It produces an AddressBlock field that looks like this when field codes are revealed: {ADDRESSBLOCK \f "_NICK0_ and _FIRST1_ _LAST0_ _STREET1_ _STREET2_ _CITY_, _STATE_ _POSTAL_" \l 1033 \c 0 \e ""} There does not appear to be any obvious way to attach the formatting you suggest if I use the AddressBlock. I suppose the way to go is to leave the _POSTAL_ field out of the address block and then attaching your field {IF { MERGEFIELD Zip} "99999" "{MERGEFIELD Zip \#"00000'-'0000"}" "{MERGEFIELD Zip \# "00000"}-0000"} before replicating for all the labels. I would probably leave off the final "-0000" also. \gripe This feature does not seem to be fully thought out by Microsoft. How often does it happen that they provide a shortcut feature with such a significant limitation that using it becomes such an exercise in frustration that doing the task the hard way is actually easier? Steve "Graham Mayor" wrote in message ... See the relevant section of 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 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 |
#4
Posted to microsoft.public.word.mailmerge.fields
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mail merge problem with Zip codes
You don't need the wizard - see
http://www.gmayor.com/mail_merge_lab...th_word_xp.htm Don't use the address block. Insert the individual fields to give you the required layout. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Steve wrote: Thank you. If I understand you correctly I will have to stop using the Mail Merge wizard to do this. It produces an AddressBlock field that looks like this when field codes are revealed: {ADDRESSBLOCK \f "_NICK0_ and _FIRST1_ _LAST0_ _STREET1_ _STREET2_ _CITY_, _STATE_ _POSTAL_" \l 1033 \c 0 \e ""} There does not appear to be any obvious way to attach the formatting you suggest if I use the AddressBlock. I suppose the way to go is to leave the _POSTAL_ field out of the address block and then attaching your field {IF { MERGEFIELD Zip} "99999" "{MERGEFIELD Zip \#"00000'-'0000"}" "{MERGEFIELD Zip \# "00000"}-0000"} before replicating for all the labels. I would probably leave off the final "-0000" also. \gripe This feature does not seem to be fully thought out by Microsoft. How often does it happen that they provide a shortcut feature with such a significant limitation that using it becomes such an exercise in frustration that doing the task the hard way is actually easier? Steve "Graham Mayor" wrote in message ... See the relevant section of 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 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 |
#5
Posted to microsoft.public.word.mailmerge.fields
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mail merge problem with Zip codes
Thanks again. I tried it the way I suggested and it didn't work at all.
I shall defer (and refer) to the experts. Steve "Graham Mayor" wrote in message ... You don't need the wizard - see http://www.gmayor.com/mail_merge_lab...th_word_xp.htm Don't use the address block. Insert the individual fields to give you the required layout. |
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