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Summary

If you perform a mail merge in Word and you use an Excel worksheet as the data source for the recipient list, some of the numeric data may not retain its formatting when it is merged. This often occurs with percentages, currency, and postal codes. To fix this problem, you will first need to configure Word to confirm file format conversion. Then you will be able to perform the mail merge.

On this page:

Configuring Word to confirm file format conversion

  1. Open a blank document in Word.

    • In Word 2007: Click the Office Button and choose Word Options.

    • In Word 2010: Click File and choose Options.

  2. Click on the Advanced tab and scroll down to find the General section.



  3. Place a check mark in the box next to Confirm file format conversion on open check box, and then click OK.

Performing a mail merge

  1. On the Mailings tab, click Start Mail Merge and choose Step by Step Mail Merge Wizard.



  2. In the Mail Merge pane, select the type of document that you want to work on, and click Next.



  3. Under Select starting document, choose the starting document you want to use and then click Next.



  4. Under Select recipients, choose Use an existing list and click Browse.



  5. In the window that appears, locate the folder that contains the Excel workbook that you want to use as your data source, select the workbook and click Open.

  6. In the dialog box, place a check mark in the Show all box. Scroll through the list and select MS Excel Worksheets via DDE (*.xls). Then click OK.



  7. In the Microsoft Excel dialog box, under Named or cell range, select the cell range or worksheet that contains the data you want to use. Then click OK.

    Note: The data will now appear in the Mail Merge Recipients dialog box with the same formatting that appears in the Excel worksheet.

For more help on this issue, refer to the following link from Microsoft:
http://support.microsoft.com/kb/320473