Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Merging Only a Date from Access.

Merging Only a Date from Access

by Allen Wyatt
(last updated October 22, 2021)

Tricia is creating a mail-merge document using an Access database as a data source. One of the fields being merged is a date/time field, but when the merge is complete the resulting merged data shows both the time and the date. Tricia wants to only show the date portion of the data.

There are two ways you can approach this issue. One is to format the data in the original Access database and the other is to format what is merged from that database. If you have access to the database, you can look at it in design view (in Access) and change the format of the field. Format it using something like mm/dd/yyyy, and that is the way that the data will be merged into Word.

The other approach is to change the formatting used with the merge field in Word. Display the source of the merge field, and it should look something like the following:

{ MERGEFELD NameOfDateFieldInAccess \* MERGEFORMAT }

You want to add a formatting code to the field; change it to look like the following:

{ MERGEFELD NameOfDateFieldInAccess  \@ "M/d/yyyy" \* MERGEFORMAT }

Now, collapse the field code and again run your merge. The merged data should be shown in the specified format (M/d/yyyy). If you want a different format, all you need to do is change the pattern used in the merge field.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1603) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: Merging Only a Date from Access.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Comparing Strings

When writing a macro, a common task is the need to compare two strings. You can do this by "normalizing" the strings, as ...

Discover More

Changing between English Variants

What is the easiest way to switch between English spelling variants in a document? This tip examines a couple of ways you ...

Discover More

Formatting a Company Name

Want your company name to always appear in a particular formatted manner? Word provides two ways you can approach the ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (ribbon)

E-mailing from a Mail Merge

Word has a great mail merge capability. Inherent in this capability is the option to send your merged documents via ...

Discover More

Conditional Processing During a Mail Merge

The Mail Merge capabilities built into Word can appear limited at first glance. One thing that is often overlooked (and ...

Discover More

Checking Your Data File

When you get ready to merge a document with a data source, you'll want to make sure that everything is "as expected" ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is five more than 2?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.