WD: Font Changes During Mail Merge

• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows NT, version 6.0
• Microsoft Word for Windows 95, versions 7.0, 7.0a
• Microsoft Word for Windows 97
• Microsoft Word for the Macintosh, versions 6.0, 6.0.1, 6.0.1a
• Microsoft Word 98 Macintosh Edition

SYMPTOMS

When you perform a mail merge, the merged information may print in a different font. This behavior occurs when the default Normal style is different than the font applied to your mail merge main document.

For example, if you choose Courier as the default font for your Normal style but decide to format the main document using Arial, your text will print in Arial, but the merged fields will print in Courier.

WORKAROUNDS

To workaround this problem, use the method appropriate for your situation:

Method 1: Add the Charformat switch

Edit the merge field and add the \*Charformat switch. To edit the merge field, follow these steps:

1. Place the insertion point in the merge field.

2. Press SHIFT+F9 to view the field code.

3. Move the insertion point to the left of the right bracket (}).

4. Type "\*Charformat" (without the quotation marks).

   Note: If the word "mergeformat" appears in this field, delete it and replace it with the word "Charformat".

5. Select the first character within the field brace. Make sure that this character is set to the font and font size that you desire. If it is not, change it to the desired font and font size.

6. Press SHIFT+F9 to show the result of the field code. It will not look any different than it did before, but when you perform the merge, the correct font will be used.

Method 2: Change the Normal style

You can modify the built-in Normal style to match the font desired. To change the Normal style, do the following:

1. Open your mail merge main document.

2. On the Format menu, click Style.

3. In the Style dialog box, under Styles, select Normal and then click Modify.

4. In the Modify Style dialog box, click Format and then click Font.

   NOTE: If you want your changes to be made permanent and applied to all new documents also, click to select the "Add to template" check box.

5. On the Font tab, change the Font to the desired font you want your mail merge documents to merge with, and then click OK to close the Font dialog box.

   NOTE: On the Font tab, make any other changes to the font, as desired.

6. Click OK to close the Modify Style dialog box, and then click Close to close the Style dialog box.

Method 3: Merge to a new document and make formatting changes

1. Perform your mail merge to a New Document.

2. In your merged document, on the Edit menu, click Select All.

3. On the Format menu, click Font.

4. On the Font tab, select the desired font for your merged document and then click OK.

   NOTE: On the Format tab, make any other changes to the font as desired.

STATUS

Microsoft has confirmed this to be a problem in the Microsoft products listed at the beginning of this article. We are researching this problem and will post new information here in the Microsoft Knowledge Base as it becomes available.