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How to format date, currency and number during mail merge in Word?

Mail merge is a useful tool to create a set of documents that are essentially the same but where each documents contain unique elements. However, when we merge some mails, we should pay more attention to the format of date, currency and number. This tutorial will show you how to format date, currency and number properly in word during mail merge.

Formatting date properly during mail merge in Word

Formatting currency and number properly during mail merge in Word

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Before we change the format of date, number and currency in mail merge, we need to apply following operations firstly.

Step 1: select the merge field you want to change. In this case, it is Date field.

Step 2: Press Shift-F9 to make the field coding visible. The field you selected should now look like this:

{MERGEFIELD DATE}, {MERGEFIELD CURRENCY} or {«Percent»}


arrow blue right bubble Formatting date properly during mail merge in Word

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Please add the following formatting data: \@"dd MMMM yyyy" into the merge file of date. And the merge field of date should like this:

{MERGEFIELD DATE\@ "MMMM d, yyy"}

The format of date will be like this:

change-foramt-1

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Note:you can change the date format to whatever you like. Other possible formats could be: • dd/MMM/yyyy , • d/MMM/yy, • d MMMM yyyy


arrow blue right bubble Formatting currency and number properly during mail merge in Word

Please add the following formatting data \# $,0.00 into the merge file of currency, and the merge field of currency should look like this:

{MERGEFIELD CURRENCY\# $,0.00}

change-foramt-2

Note:the '\# $,0.00' in the field is referred to as a numeric picture switch. Other possibilities include:

(1). \# 0 for rounded whole numbers

(2). \# ,0 for rounded whole numbers with a thousand separator

(3). \# ,0.00 for numbers accurate to two decimal places, with a thousand separator

(4). \# $,0 for rounded whole dollar with a thousand separator

(5). \# "$,0.00;($,0.00);'-'" for currency, with brackets around negative numbers and a hyphen for 0 values

Besides, sometimes the number may be percentage, you may need to edit the field{ «Percent» } so that you get {=«Percent»*100 \# 0.00%}.

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  • To post as a guest, your comment is unpublished.
    Rene · 26 days ago
    I don't want my number rounded - it must display as is in the database, i.e. must be 8809010578082 not 8809010578100
  • To post as a guest, your comment is unpublished.
    Ian Oldham · 3 months ago
    when I am merging a spreadsheet into a word doc and bringing formatted currency I use \#” £,0.00;(£,0.00)” in the formula but when I do merge it brings back all the blank cells also. How can I just bring the cells with greater than 0 in the merged document
  • To post as a guest, your comment is unpublished.
    everly · 7 months ago
    what if I wanted it blank if it's zero?
    • To post as a guest, your comment is unpublished.
      Sunny · 7 months ago
      Sorry that I cannot help you. I will be appreciate that you can leave a message for me if you find the solving method. Thank u.
      • To post as a guest, your comment is unpublished.
        tps · 4 months ago
        \# "#,##0;(#,##0);' '"
        a space instead of the "-"
  • To post as a guest, your comment is unpublished.
    Natalie · 1 years ago
    Can anyone help me with a code to format my date in Word to display as 1st January 2017? Atm it is formatted to 01/01/2017 but it doesn't look quite right in the main text of a letter.

    Many thanks
  • To post as a guest, your comment is unpublished.
    Michelle · 1 years ago
    I am having issues with a mail merge from excel. I need the data to be pulled to come over as a whole number however when it comes over it is is a 0 or the first number of the number represented in excel.

    Examples
    What is is Excel
    31%
    112%
    15%

    What comes over in the merge field
    0
    1
    1

    How do I get the full number to come over? When I change the toggle items to \#0 it then comes over as
    .31
    1.12
    1.5

    Can you assist?

    MB
    • To post as a guest, your comment is unpublished.
      Nessa · 6 months ago
      Did you manage to get help on this? Im facing the same issue
      • To post as a guest, your comment is unpublished.
        Sunny · 5 months ago
        Format the cells as general cannot work?