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User Guide
Formatting Fields in Word Mail Merge
OpenAccounts V8
Prepared by
Toni Miller
Advanced Business Solutions Park House
300 Pavilion Drive Northampton Business Park
Northampton NN4 7YE Tel: +44 (0)1604 666 800 Web: www.advancedcomputersoftware.com/abs
Date: 13/10/2014
Document Version: 1.1
User Guide Formatting Fields in Word Mail Merge
Doc Version 1.1 OpenAccounts V8
Copyright © Advanced Business Software and Solutions Ltd. 2014
Whilst Advanced Business Software and Solutions Ltd endeavours to ensure that the information in this
document is correct it does not accept any liability for errors or omissions or any liability arising out of its use. The software described in this document is supplied under licence and may be used or copied only in accordance with the terms of such a licence. Issue of this document does not entitle the recipient to
access or use the software described. The development of Advanced Business Software and Solutions Ltd software is continuous and the published information may not reflect the current status. Any particular release of the software may not contain all of the facilities described and / or may contain facilities not described.
Version History
Date Version Issued By Changes
17/09/08 1.0 Toni Miller
13/10/14 1.1 Nadine Sutton Update to V8 and Office 2013
Version Approval
Version Name Title / Organisation Approval Record
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User Guide Formatting Fields in Word Mail Merge
Doc Version 1.1 OpenAccounts V8
Contents
1 Formatting Fields in Word Mail Merge ................................................... 7
1.1 Purpose of Document ................................................................................................. 7
1.2 Definition ................................................................................................................. 7
1.3 Formatting Fields ...................................................................................................... 7
1.4 Further Assistance .................................................................................................... 12
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1 Formatting Fields in Word Mail Merge
1.1 Purpose of Document
This document is designed to assist a user who wishes to format a field in Word Mail Merge. This is Microsoft Word functionality and if this document does not resolve the User’s issue they should refer back to Microsoft Word help documentation.
1.2 Definition
When using Word Mail Merge to produce documents from OpenAccounts, data fields
are formatted within the Word Mail Merge program within OpenAccounts. However, fields that are directly populated into a Word Document can only be formatted from within Word itself. This document describes how to format these fields.
1.3 Formatting Fields
Open the template by going to the system menu in open accounts, then select System and Word Mail Merge (BS40).
Select the stationery type to be amended
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Highlight the format to be amended and click Template
Select Merge
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The template will open in Word and the following message will be displayed.
DO NOT PRESS OK TO THE MESSAGE UNTIL THE MODIFICATIONS HAVE BEEN MADE TO THE TEMPLATE
Within Word, right-click on the field you wish to format, this dispalys a new menu. Choose the option Toggle Field Codes
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This will show the field code in a similar format to {MERGEFIELD RunTotal}
(dependant on the field selected and the version of Microsoft Word
installed).
Place your cursor after the field name and before the } bracket (in this example the field name is RunTotal).
Then type a space and \# followed by a second space. Now enter the format you wish to user, with hashes in place of numbers e.g. ###,###,##0.00.
The result should look like {MERGEFIELD RunTotal \#
###,###,##0.00}.
A full list of formatting codes is available from the Word Help text – search
the index for the word Switches and the topic General Switches.
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Finally right click and choose Toggle Field Codes
This will return the field to the normal view.
Save and clost the template and then click OK to the message in OpenAccounts
(ignored earlier).
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1.4 Further Assistance
The functionality for formatting mail merge fields is Microsoft Word functionality and if this document does not resolve the User’s issue they should refer back to Microsoft Word help documentation.
