DOCUMENT:Q196758 14-NOV-2000 [word97] TITLE :WD97: Numbers Containing Hyphens Are Sorted Incorrectly PRODUCT :Word 97 for Windows PROD/VER:WINDOWS:97 OPER/SYS: KEYWORDS:kbdta word97 kbmerge ====================================================================== ------------------------------------------------------------------------------- The information in this article applies to: - Microsoft Word 97 for Windows ------------------------------------------------------------------------------- SYMPTOMS ======== In some cases, Word may sort numbers incorrectly. Case 1 ------ When you perform a numeric sort operation on numbers that contain hyphens, such as social security numbers, phone numbers, and nine-digit ZIP Codes (postal codes), Word may sort the numbers incorrectly. Case 2 ------ Similarly, Word may sort your mail merge data incorrectly when you sort mail merge data records by using the Sort Records tab in the Query Options dialog box. CAUSE ===== Case 1 ------ If you select Number for the Sort By Type setting in the Table Sort Numbers dialog box, Word treats the hyphen as a minus sign. As a result, Word performs a subtraction operation and then sorts the difference. For example, if you sort the following list of nine-digit postal codes, Word performs a subtraction operation and then sorts the result. Nine-Digit Postal Code Result If Subtracted ------------------------------------------------------ 11111-1111 10000 99999-9999 90000 95000-0001 94999 98000-9999 88001 Result of Sorting as Number Number Used for Sorting --------------------------------------------------------- 11111-1111 10000 98000-9999 88001 99999-9999 90000 95000-0001 94999 Case 2 ------ Similarly, in a mail merge operation, if you perform a sorting operation based on a field that contains hyphenated numeric data, Word automatically treats your data as numeric and, therefore, uses the hyphen as a minus sign. (To sort from a mail merge operation, open the Mail Merge Helper and then click Query Options.) NOTE: Word treats the data in any mail merge field as numeric if the first character in the field is a number. WORKAROUND ========== Method 1: Sort as Text ---------------------- To correctly sort numbers that contain hyphens, select Text as the Sort By Type setting in the Table Sort Numbers dialog box. Method 2: Sort Data File Before Merging --------------------------------------- For a mail merge operation, if you want to sort based on a field that contains hyphenated numbers, sort the data source before you perform the mail merge operation instead of using the Mail Merge Helper. Method 3: Replace Hyphens Before You Sort the Data -------------------------------------------------- If you want to sort hyphenated data and use the Number (Numeric) Type setting, follow these steps: 1. Before you perform the sorting operation, replace the hyphens with periods (.). 2. Sort the data using the Mail Merge Helper or the Sort Text command on the Table menu. 3. Replace the periods with hyphens to restore your original numeric data. STATUS ====== Microsoft has confirmed this to be a problem in the Microsoft products listed at the beginning of this article. Additional query words: incorrect calculates hyphenated hyphenation mailmerge math mathematical merge numbers numeric print subtracts working wrong ====================================================================== Keywords : kbdta word97 kbmerge Technology : kbWordSearch kbWord97 kbWord97Search kbZNotKeyword2 Version : WINDOWS:97 Issue type : kbbug ============================================================================= THE INFORMATION PROVIDED IN THE MICROSOFT KNOWLEDGE BASE IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. MICROSOFT DISCLAIMS ALL WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL MICROSOFT CORPORATION OR ITS SUPPLIERS BE LIABLE FOR ANY DAMAGES WHATSOEVER INCLUDING DIRECT, INDIRECT, INCIDENTAL, CONSEQUENTIAL, LOSS OF BUSINESS PROFITS OR SPECIAL DAMAGES, EVEN IF MICROSOFT CORPORATION OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES SO THE FOREGOING LIMITATION MAY NOT APPLY. Copyright Microsoft Corporation 2000.