Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. 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: Maintaining Leading Zeroes.
Suzanne has an Excel worksheet containing addresses. The ZIP Codes are formatted via the special Excel formatting that maintains leading zeroes. However, when she uses mail merge in Word, the leading zeroes are dropped.
There are several ways you can approach this problem. You could, for instance, go into Excel and create a new column that contains text versions of the numeric ZIP Codes. Here's a handy Excel formula to use to accomplish this:
Please Note:
This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. 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: 
=RIGHT("00000" & A1, 5)
If you put this formula in a column that has been formatted as text (and the ZIP Code is in cell A1), you end up with text that contains the leading zeroes. You can then use this new column in your merge in Word.
If you don't want to edit the original Excel data, then you should stick with making your changes in the Word merge document. Take a look at the document; it contains merge fields that indicate where the merged data will be placed. These fields also indicate how the merged data should be treated. If you select the merge field for the ZIP Code, you can expand it by pressing Shift+F9. You should see the underlying code that makes up the field. You can then modify the field code so it looks similar to this:
{ MERGEFIELD "Zip" \# 00000-0000 }
The name within the quote marks ("Zip") may well be different; it represents the name of the column in the Excel worksheet that needs to be merged. The important part is to add the formatting switch (\#) followed by the pattern to be used for formatting the merged data. When you are done making the change to the field, you can press Shift+F9 again to collapse the field, and then do your merge.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9195) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Maintaining Leading Zeroes.
The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!
When creating a mail-merge document, you may want to include some special characters, such as check-marked boxes, in the ...
Discover MoreOne of the data sources that Word allows you to use for your mail merges is an Excel worksheet. You may get unexpected ...
Discover MoreHow Word merges a data source with a document is controlled by merge fields. In those fields you may want to compare ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
2015-04-26 18:35:57
Ingrid Kennedy
Here is a quick way to do this, Allan. Type a single quotation mark before the zero. You will have to realign it as it is now seen as text, but the single quotation mark won't show up in the cell.
2015-04-25 09:36:07
awyatt
Thanks for catching that, Micky. Not sure how that got through (must have been asleep when I wrote that line).
Anyway, I changed it in the tip. Thanks, again.
-Allen
2015-04-25 04:50:58
Michael (Micky) Avidan
@Allan,
Is it only my imagination or you have a special & secret relationship, with MS, who enabled your Excel to use: RTRIM in a formula(!) ?
Michael (Micky) Avidan
“Microsoft® Answers" - Wiki author & Forums Moderator
“Microsoft®” MVP – Excel (2009-2015)
ISRAEL
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.
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2020 Sharon Parq Associates, Inc.
Comments