WD: Character Formatting in Data Source Not Retained After Merge

• Microsoft Word for Macintosh, versions 6.0, 6.0.1, 6.0.1a
• Microsoft Word 98 Macintosh Edition
• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows 95, versions 7.0, 7.0a
• Microsoft Word for Windows NT, version 6.0
• Microsoft Word 97 for Windows

SYMPTOMS

Formatted characters in a mail merge data source, such as superscripted or subscripted characters, will not retain their formatting after the data is merged with the main document.

CAUSE

By design, Word allows you to format the merge fields in the mail merge main document. Formatting that is applied to the data source is overridden by formatting applied to the fields in the main document.

WORKAROUNDS

Method 1: Change the Main Document Mergefield

Remove the word "MERGEFIELD" from the merge fields in the main document. To do this, display field codes by pressing ALT+F9. Delete the word "MERGEFIELD" from within the field code. Ignore the "Error! Bookmark not defined" error message and perform the merge.

Method 2: Use Equation Editor

To maintain superscript or subscript formatting, use the Equation Editor to create the superscript or subscript characters in the data source.

Method 3: Use a REF Field

For the data field that contains special character formatting, insert a REF field in your main document instead of a MERGEFIELD field. For example, in place of the following MERGEFIELD field

   {MERGEFIELD Fieldname}

   {REF Fieldname}