mail merge and zip codes

[Guest]

i have a large mailing list in excell, and everytime i try to mail merge it
into word, it leaves out the first 0 (zero) in all of my zip codes. i have
the column setting set to "zip code" and it still drops the first 0. this is
going to take much too long to type in all of the 0's myself. is there a way
to fix this? thanks!

 

[Guest]

In another column do text(A3,"00000") A3 being the cell with the zip and fill
down. then you should be able to copy the column and paste special values
over the old one.

 

[Guest]

okay so i know how to fill down, but i don't know what 'paste special values
over the old one' means...?

 

[Guest]

copy the column, then right click the top of the next column, select paste
special, then select values

 

[Guest]

copy which column, the one with the zip codes?
(thank you SO much!)

 

[Peo Sjoblom]

Edit>paste special as values

 

[Guest]

Ok, say your unformatted zip codes are in column A insert a column between A
and B and in it put the code as before =Text(A3,"00000") assuming A3 is the
first cell with a zip, copy down. Now if these don't look right let me know
it failed on the first step. If it looks right select the column you just
made by clicking the header, this should select the entire column of
functions you just made, hit ctl-C to copy them. Now select the entire column
that contains your old zip codes, Column A in this scenario, select edit on
your toolbar, select 'Paste Special' then click the box with 'Values' the
zips you created should now be written over your old ones, delete the column
you created with all of the formulas. If this doesn't work you'll have to
send me your workbook and i'll do it for you when i get home.

 

[Dave Peterson]

Debra Dalgleish posted this:

There's an article on the Microsoft web site that might help you:

Answer Box: Numbers don't merge right in Word
http://office.microsoft.com/en-ca/assistance/HA011164951033.aspx

And if you prefer the old Mail Merge helper, Word MVP Suzanne Barnhill
has instructions here:

http://sbarnhill.mvps.org/WordFAQs/CustomizingWord2002.htm

about half way down the page.

 

[Guest]

Hi,

Do the following:

1. Select the cell, which would contain zip code.
2. Do one of the following:
* Right-click and select Format Cells.
* On the Format menu, click Cells.
The Format Cells dialog is displayed.
3. Click the Number Tab.
4. Under the Category list select Text.
5. Click OK to return to the Worksheet.

Challa Prabhu

 

[Dave Peterson]

If the values in that column were numbers with a custom format to show leading
0's, then this won't keep those leading 0's.

 

[Guest]

Hi Dave,

Thank you very much for sharing your knowledge.

Challa Prabhu