Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. 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: Can't Merge Alphanumeric Data Correctly.

Can't Merge Alphanumeric Data Correctly

Written by Allen Wyatt (last updated July 8, 2023)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365


Dave is having a problem getting data in an Excel worksheet to merge successfully into a Word document. The original Excel file had fields like Job Number and Truck Number. In the merge file, he wanted the value of these fields to display unless the field was blank, in which case he wanted some underscore characters displayed. Dave used the following as his merge field:

{IF{MERGEFIELD Job_Number}="" "________" "{MERGEFIELD Job_Number}"}

When both the Job Number or Truck Number fields used the General format and contained only digits, this worked fine. Then his data changed and he had job and truck numbers with alphanumeric characters. When doing the merge, if the job or truck number contained alphanumerics, then the number 0 displayed in the merge instead of the correct digits or underscores. Thus, the merges now produced 0 in place of alphanumeric fields and Dave never got underlines; only numeric fields (or numeric fields formatted as Text) merge properly.

There are a couple of things Dave can try in this situation. The first is to slightly modify the merge field. If the merge is grabbing zero values instead of blanks, then you can change the test so it checks for zeroes, as shown here:

{IF{MERGEFIELD Job_Number}="0" "________" "{MERGEFIELD Job_Number}"}

Now, if Excel is really transferring zeroes in place of blank fields (or Word is interpreting blanks as zeroes), the test will be positive and you will get the underlines you want.

Another thing to check out is the formatting on the data that is being imported. A great resource on how to handle formatting in merge fields is found at this Web page:

http://www.gmayor.com/formatting_word_fields.htm

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9722) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: Can't Merge Alphanumeric Data Correctly.

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

Not Enough Resources to Delete Rows and Columns

Few things are as frustrating as trying to delete rows or columns and having Excel tell you that you can't perform the ...

Discover More

Insert a TOC without Upsetting Pagination

Insert a table of contents in your document, and your page numbering may get thrown for a loop. If you want the page ...

Discover More

Resetting Word

If you want to reset everything in your Word installation, it can be done by simply making a few deletions. This tip ...

Discover More

Do More in Less Time! An easy-to-understand guide to the more advanced features available in the Microsoft 365 version of Word. Enhance the quality of your documents and boost productivity in any field with this in-depth resource. Complete your Word-related tasks more efficiently as you unlock lesser-known tools and learn to quickly access the features you need. Check out Microsoft 365 Word For Professionals For Dummies today!

More WordTips (ribbon)

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

Controlling Page Numbers in Mail-Merged Documents

Getting page numbers just the way you want when merging documents can seem a bit tricky. Here's how to make sure they ...

Discover More

Maintaining Leading Zeroes

When merging ZIP Codes from a data source such as Excel, you might find that Word ends up dropping out leading zeroes in ...

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 seven less than 8?

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.