Mail Merge (Acess 2000)

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I’m using an Access query for a mail merge with Microsoft word.

The formatting for the telephone number is not going over to word, so I have just a 10 digit number. What can I do to keep the format?

I’ve tried to change the properties in the query and it looks fine while in Access. I’ve even created a make table and then changed the format but it still isn’t carrying over to word.

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One possibility is to use the Format function in the query:

Ph: Format([PhoneField],”(000) 000-0000″)

where PhoneField is the name of the phone number field. Another possibility is to leave the query as it is, and format the merge field in Word, by adding a switch to the field code:

{ MERGEFIELD PhoneField # “(000) 000-0000” }

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I have it formatted as a telephone in Access and it reverts back to the 10 digit number when merged. I’d like to try adjusting it in Word but don’t know how to go about it.

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Word ignores the formatting of the field in the query. You must either use the Format function (not property) in the query, or format the merge field in Word. To do the latter:
Right-click the telephone number merge field.
Select Toggle Field Codes.
You will see something like

{ MERGEFIELD PhoneField }

where PhoneField is the name of the field (perhaps with a * MergeFormat switch after the field name).
Insert the following after the field name but before the closing bracket }

# "(000) 000'-'0000"

# is the number format switch, followed by the number format between quotes; the dash is enclosed in single quotes to denote that it’s not a minus sign.
Press F9 to hide field codes and update the field.

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Thank you very much!

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