WD2000: Character Formatting in Data Source Not Retained After Merge

Formatted characters in a mail merge data source, such as superscripted or subscripted characters, do not retain their formatting after the data is merged with the main document.

Word allows you to format the merge fields in the mail merge main document only. Formatting that is applied to the data source is overridden by formatting applied to the fields in the main document.

To work around this problem, use one of the following methods:

Method 1: Change the Main Document Mergefield

Remove the word "MERGEFIELD" from the merge fields in the main document. To do this, display field codes by pressing ALT+F9. Delete the word "MERGEFIELD" from within the field code.

Ignore the following error message and perform the mail merge:

Method 2: Use Equation Editor

To maintain superscript or subscript formatting, use the Equation Editor to create the superscript or subscript characters in the data source.

Method 3: Use a REF Field

For the data field that contains special character formatting, insert a REF field in your main document instead of a MERGEFIELD field. For example, in place of the following MERGEFIELD field insert the following REF field: Ignore the following error message and perform the mail merge: Word retains the data document formatting for the results of the REF field, which preserves the special character formatting. The drawback to this workaround is that the Mail Merge Helper does not detect errors or suppress blank lines for this field. If you use this workaround, you must suppress blank lines and resolve any mail merge errors manually for the REF field.