Microsoft Word Functions - Customizing Mail Merge Date and Currency Formats

When using mail merge tables in Word Templates, many users frequently run into difficulty formatting the date and currency fields. To ensure correct formatting, a Picture Switch is applied to the merge field.

Word Template Instructions

Open the Template in Microsoft Word.
Click Alt + F9 to view the field formats. (Hold ALT while pressing F9)
A currency mail merge field will look something like {MERGEFIELD “fieldname” \* MERGEFORMAT \# $#,###,###.00}.
Optional: After modifying the field switch, press Alt + F9 to display the fields instead of the field codes.
Save the Word Template.

Format Examples

Currency Fields: {MERGEFIELD “fieldname” \# $#,###,###.00 \* MERGEFORMAT}
Date Fields: {MERGEFIELD “fieldname” \@ "MMMM d, yyyy"}
Phone Numbers: {MERGEFIELD “fieldname” \# ###'-'###'-'####}

Important Things To Know

All number switches must begin with "\#".
"0" is used to force a digit, whereas "#" is used to display a digit only if available. For example, the value 23 formatted with "0000" would display "0023". The same value of 23 formatted with "#,##0" would display as "23".
Date switches must begin with "\@", and the date format portion must be enclosed in quote marks (not necessary for number switches). Typical format switches for dates include "MM/dd/yyyy" or "MMM d, yyyy".
- Use "M" (must be upper case) for the month. For March, "M" = 3, "MM" = 03, "MMM" = Mar, and "MMMM" = March
- Use "d" for the Day, where "d" = 4, "dd" = 04, "ddd" = Fri, and "dddd" = Friday.
- For the year, use "yy" or "yyyy".
- For the time, use "h" or "hh" for the hour, "m" or "mm" for the minute, and "am/pm" to include the AM/PM designation.
Unlike Mail Merge Fields, Bookmarks in Word should auto-correct based on the operating system's localization settings.