Date format problem in Mail Merge - Word 2010

Anonymous
2011-05-04T05:45:56+00:00

How do you change the date format in Mail Merge - Word 2010?

In the data file the date is fomated as DD-MMM-YY, yet in the merge document it appears as MMM/D/YY?

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Paul Edstein 82,871 Reputation points Volunteer Moderator
2011-05-04T06:38:39+00:00

Word has a number of different methods of connecting to mail merge data sources, including DDE and OLE DB. Word 2002 and later use the OLE DB coonection by default, though you can change this (to DDE, for example). To work around a limitation in the OLE DB provider used to get data from Excel etc., when Word is connected to an OLE DB data source, it treats dates as if they are in the US mm/dd/yy format, regardless of the format in Excel, your regional settings etc. Applying a date format switch fixes that - and gives the mailmerge document the ability to format the date independently of whatever format is used in the data source.

To get the date format you want, you can add a formatting picture switch as follows:

• select the mergefield;

• press Shift-F9 to expose the field coding. It should look something like {MERGEFIELD MyDate} where 'MyDate' is your mergefield's name;

• delete anything appearing after the mergefield's name and add '@ "dd-MMM-yy"' to the field, as in {MERGEFIELD MyDate @ "d MMMM yyyy"}. With this switch your date will come out as '2 August 2008'. Other possible date formatting switches include:

. @ "dddd, d MMMM yyyy";

. @ "ddd, d MMMM yyyy";

. @ "d MMM yyyy";

. @ "dd/MMM/yyyy".

Note: Note: you can swap the d, M, y expressions around, but you must use uppercase 'M's for months - lowercase 'm's are for minutes.

• position the cursor anywhere in this field and press F9 to update it;

• run your mailmerge.

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  1. Paul Edstein 82,871 Reputation points Volunteer Moderator
    2017-09-19T21:23:59+00:00

    The problem you're having is because your date span is not interpreted as dates but as a text string, meaning you have two different data formats in the same column. Mailmerges are designed to work with just one data format per field. If your date spans are being output correctly, that means the mailmerge is interpreting the data field as text; hence the singular dates being output like 42899. Dealing with this requires some involved field coding:

    {QUOTE{SET Val {MERGEFIELD Data}}{IF{REF Val}= {=Val} {QUOTE

    {SET jd{=2415019+{MERGEFIELD Data}}}

    {SET e{=INT((4*(jd+32044)+3)/146097)}}

    {SET f{=jd+32044-INT(146097*e/4)}}

    {SET g{=INT((4*f+3)/1461)}}

    {SET h{=f-INT(1461*g/4)}}

    {SET i{=INT((5*h+2)/153)}}

    {SET dd{=h-INT((153*i+2)/5)+1}}

    {SET mm{=i+3-12*INT(i/10)}}↵

    {SET yy{=100*e+g-4800+INT(i/10)}}

    "{dd}-{mm}-{yy}" @ "DD/MM/YY"} {MERGEFIELD Data}}

    Naturally, you'll need to replace 'Data' with whatever your field name is (3x). You can also change the formatting switches. However, if you're using a US format, you'll also need to swap the {dd} & {mm} fields around (i.e. {mm}-{dd}).

    Note: The field brace pairs (i.e. '{ }') for the above example are all created in the document itself, via Ctrl-F9 (Cmd-F9 on a Mac); you can't simply type them or copy & paste them from this message. Nor is it practical to add them via any of the standard Word dialogues. The spaces represented in the field constructions are all required. The line breaks in the field code are optional; they don't affect the output but do make the structure easier to follow.

    For a macro to convert the above text representation of the field code into a working field code, see Convert Text Representations of Fields to Working Fields in the Mailmerge Tips and Tricks thread at:

    http://www.msofficeforums.com/mail-merge/21803-mailmerge-tips-tricks.html

    or:

    http://windowssecrets.com/forums/showthread.php/163017-Word-Mailmerge-Tips-amp-Tricks

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  2. Doug Robbins - MVP - Office Apps and Services 323.6K Reputation points MVP Volunteer Moderator
    2017-09-19T21:19:58+00:00

    If you send me a copy of the files so that I can see exactly what you have in the data source, I will help you get it sorted out.

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  3. Anonymous
    2017-09-19T14:50:14+00:00

    Hello, this works well with 1 date being entered, however I have been unsuccessful when there is a date span entered. I have formatted doing the SHIFT+F9, however it will only pull the first date. When I remove it, the date span works great, however then the 1 date entries pull as 42899. Do you have any solutions for that?

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  4. Anonymous
    2017-08-12T07:22:36+00:00

    It's not what happens here, and I have done such experiments in the past with the same results. So there may be some additional factor which causes a difference in behaviour. But *if* the user has such fields and switches in their document they should at least check what I said.

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