To format merged data, you must format the merge fields (merge field: A placeholder that you insert in the main document. For example, insert the merge field <City> to have Word insert a city name, such as "Paris," that's stored in the City data field.) in the main document (main document: In a mail-merge operation in Word, the document that contains the text and graphics that are the same for each version of the merged document, for example, the return address or salutation in a form letter.). Don't format the data in the data source (data source: A file that contains the information to be merged into a document. For example, the list of names and addresses you want to use in a mail merge. You must connect to the data source before you can use the information in it.), because its formatting isn't retained when you merge the data into the document.
Do one of the following:
Change text formatting
- In the main document, select the field that contains the information you want to format, including the surrounding merge field characters («« »»).
- On the Format menu, click a command, such as Font or Paragraph, and then select the options you want.
Note If you're creating envelopes, you can also choose the delivery address font while you're setting options on the Envelope Options tab during the mail merge.
Change other formatting by using field codes
To control other aspects of formatting, press ALT+F9 to display field codes (field code: Placeholder text that shows where specified information from your data source will appear; the elements in a field that generate a field's result. The field code includes the field characters, field type, and instructions.) in the main document, and then add switches (switch: When working with fields, a special instruction that causes a specific action to occur. Generally, a switch is added to a field to modify a result.) to the merge fields.
- To display the number "34987.89" as "$34,987.89," add a numeric picture switch (\# $#,###.00).
- To display the number "0945" as "9:45 PM," add the date/time picture switch (\@ "h:mm am/pm").
- To ensure that the merged information has the same font and point size you apply to the merge field, add the \* MERGEFORMAT switch.