Mail Merge skipping field data

D

dexsourcesys

Hi Experts

I am doing a mail merge with Excel and Word 2k3. The merge works fine,
however I have a column (field) that has numbers (ex.555) and some alpha
characters (ex. HM551M). These fields are formatted as general types. During
the label merge process the straight numbers are recognized in the list,
but the alpha fields does not merge. Any idea how to correct this ?

Thank you
 
B

Beth Melton

Are you saying a single field (one mergefield) contains data for
records in which some have all numeric characters and others contain
alpha numeric characters?

If that's the case then are you saying only the numeric characters
display in the complete merge and those that are alpha numeric are
blank? Or are you saying that for a combination of alpha numeric data,
only the numeric characters are visible and the alpha characters are
missing?

Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/
 
D

dexsourcesys

First option - the alpha numeric fileds are not printing or displaying during
the merge.

Tks
 
B

Beth Melton

I'm still having difficulty envisioning what you are seeing but perhaps using
a different connection method for your data source will help resolve the
problem since the default OLEDB connection method doesn't utilize Excel
formatting.

- In Word go to Tools/Options/General
- Turn on "Confirm conversion at Open"
- Select OK
- Select your Excel data source again and when prompted for a connection
method select the DDE method.

Please post all follow-ups to the newsgroup. Email requests for assistance
can not be acknowledged.

~~~~~~~
Beth Melton

Word FAQ: http://mvps.org/word
TechTrax: http://mousetrax.com/techtrax/
 
D

dexsourcesys

Here is an example:

The 4th column of data 7509 and H1528M. 7509 will merge on my labels ok, but
H1528M does not merge on labels. An field with apla charaters does not merge
on the labels.

MITCHELL KIM 586532 7509 NAZUTRQY871
MOREY JOYCE 438747 H1528M XHAS61ZURU

Tks
 
B

Beth Melton

The example helped a lot. Thanks!

BUT, using your sample data, and adding similar records, I was unable
to reproduce what you describe. I'm able to see both the numeric and
alpha values on the labels.

Although....I am able to reproduce the issue if I use an ODBC
connection and this issue is how Excel sends the data to ODBC. In that
case you'll need to use another connection method. If you *have* to
use ODBC then we might be able to convert the field so it is
interpreted as text using Data/Text to Columns. But if you can use
either the DDE or OLEDB connection method using the steps I previously
described I'd take that route first.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/
 
D

dexsourcesys

Hi Beth

I am using the ODBC DSN driver. I tried to do the data format process, but
received the same results (not sure if doing the right process). What other
connectivity medthod can I used to the excel list ?
 
B

Beth Melton

I am using the ODBC DSN driver.
Click to expand...

That's what I thought. :)
I tried to do the data format process, but
received the same results (not sure if doing the right process).
What other
connectivity medthod can I used to the excel list ?
Click to expand...

You can try using DDE or OLEDB. Both should appear in the "Select
Method" dialog.

If you must use your DSN then this *may* work:

- Make a copy of your workbook
- Select the column containing alpha and numeric characters
- Go to Data/Text to Columns
- Select Delimited
- On the next step clear all delimiters
- On the next step mark "Text" in the Column data format and
Finish

If you take this route I'd be interested in knowing if it works. It
works on my end but I'm only using a few sample records.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/
 
D

dexsourcesys

Changing the format work fine. Thank you

Beth Melton said:
That's what I thought. :)


You can try using DDE or OLEDB. Both should appear in the "Select
Method" dialog.

If you must use your DSN then this *may* work:

- Make a copy of your workbook
- Select the column containing alpha and numeric characters
- Go to Data/Text to Columns
- Select Delimited
- On the next step clear all delimiters
- On the next step mark "Text" in the Column data format and
Finish

If you take this route I'd be interested in knowing if it works. It
works on my end but I'm only using a few sample records.

Please post all follow-up questions to the newsgroup. Requests for
assistance by email can not be acknowledged.

~~~~~~~~~~~~~~~
Beth Melton
Microsoft Office MVP

Word FAQ: http://mvps.org/word
TechTrax eZine: http://mousetrax.com/techtrax/
MVP FAQ site: http://mvps.org/
Click to expand...
 
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