WD: Character Formatting in Data Source Not Retained After Merge

ID: Q188789

The information in this article applies to:

Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
Microsoft Word for Windows NT, version 6.0
Microsoft Word for the Macintosh, versions 6.0, 6.0.1, 6.0.1a
Microsoft Word for Windows 95, versions 7.0, 7.0a

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.

WORKAROUND

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 (Windows) or OPTION+F9 (Macintosh). 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}

insert the following REF field instead:

{REF Fieldname}

Word retains the data document formatting for the results of the REF field, which preserves the special character formatting. The drawback to this workaround is that the mail merge helper does not detect errors or suppress blank lines for this field. If you use this workaround, you must suppress blank lines and resolve any mail merge errors manually for the REF field.

STATUS

Microsoft has confirmed this to be a problem in the Microsoft products listed at the beginning of this article.

Additional query words: math formula chemical expression sub super subscript superscript file bold underline italic italics mergeformat charformat lost removed font size color points

Keywords : kbdta winword kbmerge ntword word6 word7
Version : MACINTOSH:6.0,6.0.1,6.0.1a; WINDOWS:6.0,6.0a,6.0c,7.0,7.0a; winnt:6.0
Platform : MACINTOSH WINDOWS winnt
Issue type : kbbug