I am using Word 2010 to write a letter that is to be the body of an email mail merge. The source data is a table in Access 2010 and I am using Outlook 2010 as the email client I have two issues 1. Date Formatting in the merged email. In Access it is month/year and that is how I want it to appear in the merged email. Currently, it appears as "19/08/2015" rather than what I want ie " August 2015" I have gone into 'Edit Field' where it says in Field Names: Mergefield (from the list); under Field Properties the Field Name is "Renew_end" which is the title of the field in Access; and in Format: it has (none) highlighted, out of 'Uppercase', 'Lowercase', 'First capital', and 'Title case'. In the Field Options, nothing is ticked. I have tried with 'Preserve formatting during updates ticked and unticked (but I'm not convinced this is relevant to my needs) In the Fields window, under Field Names, again "MergeField" is highlighted and in "Field codes" it has 'MERGEFIELD Renew_end '. I've looked in the 'Options' window but didn't understand enough etc so clicked 'Cancel' ;) 2. My second issue is that, having written a letter, and form, with formatting, I have found this is being lost to some degree, especially being dependent on the size of the window the recipient of the email has. I would like my letter and form to be displayed as I have formatted it. Needless to say, word wrap can be lost on a wider window, so I have got around that by manually using 'Return' to force the new line. I can cope with that :) I would be very grateful if someone could give me some solutions, if there are any. Simple 'work-arounds' are also acceptable ;) Thanks very much A family of Microsoft word processing software products for creating web, email, and print documents. Locked Question. This question was migrated from the Microsoft Support Community. You can vote on whether it's helpful, but you can't add comments or replies or follow the question. That message means exactly what it says - the mail merge main document must be of the Letters type, which you select when starting the mail merge. That does not however preclude you from sending that document as the body of an email message if that is what you want to do as when the Mail Merge with Attachments dialog appears, there are three possible formats for the way in which the merge message can be sent: In the body of an Email message, Attached to an Email message as Word document, or the one that I would recommend Attached to an Email message as a pdf attachment, in all cases along with any other attachments that you want to send to the recipients. 5 additional answers Anonymous 2015-09-04T06:42:06+00:00 Thank you Unfortunately, having clicked on 'Print and Continue', I get another dialogue box saying 'This application is only designed to be run with a Letter type mail merge document' with only an 'OK' option. I also had a dialogue box when clicking on the first one saying to Save the document, which I have done. Having saved the letter, I now get a dialogue box titled 'Not the correct type of mail merge document' saying 'This application is only designed to be run with a Letter type mail merge main document' So, I am still stuck, I'm afraid. What am I either not doing, or doing incorrectly, please? Many thanks Julie 0 comments No comments Unfortunately, having clicked on 'Print and Continue', I get another dialogue box saying 'This application is only designed to be run with a Letter type mail merge document' with only an 'OK' option. I also had a dialogue box when clicking on the first one saying to Save the document, which I have done. Having saved the letter, I now get a dialogue box titled 'Not the correct type of mail merge document' saying 'This application is only designed to be run with a Letter type mail merge main document' So, I am still stuck, I'm afraid. What am I either not doing, or doing incorrectly, please? Doug Robbins - MVP - Office Apps and Services • 323.5K Reputation points • MVP • Volunteer Moderator 2015-09-04T01:14:06+00:00 After clicking on the "Print this information and Continue" button in that message, the dialog will appear. 0 comments No comments After clicking on the "Print this information and Continue" button in that message, the dialog will appear. Anonymous 2015-09-04T00:17:46+00:00 Hi Douig Many thanks for your reply. I do appreciate your help. I must apologise for the delay in my response though. Time has been a bit limited for me recently due to other commitments. Firstly, I now have the date showing in the format I want, which is great. Secondly, I have found it is easy enough, and has the required effect, if I write and format my letter and then copy/paste it into a one-cell table. The letter then contains the formatting within the table when in the email. Perfect! I am now trying to use your Tool Merge and Send with Attachment Addons in order to send a pdf attachment with the merged email merge. Each emailed recipient would need to receive the same document. Your addons would seem to be what I could use to add this attachment to my email mail merge. I have downloaded them and I now have the Merge Tools ribbon in Word. However, when following the directions in the document 'Merging with Attachments' I don't get the dialogue window that is shown in your pdf. This is what I get when clicking on icons - Image of Dialogue Window So, I'm rather stuck. I've obviously not done something I need to. If you are able to advise further, I would very much appreciate it. Many thanks Julie 0 comments No comments Many thanks for your reply. I do appreciate your help. I must apologise for the delay in my response though. Time has been a bit limited for me recently due to other commitments.

Firstly, I now have the date showing in the format I want, which is great. Secondly, I have found it is easy enough, and has the required effect, if I write and format my letter and then copy/paste it into a one-cell table. The letter then contains the formatting within the table when in the email. Perfect! I am now trying to use your Tool Merge and Send with Attachment Addons in order to send a pdf attachment with the merged email merge. Each emailed recipient would need to receive the same document. Your addons would seem to be what I could use to add this attachment to my email mail merge. I have downloaded them and I now have the Merge Tools ribbon in Word. However, when following the directions in the document 'Merging with Attachments' I don't get the dialogue window that is shown in your pdf. This is what I get when clicking on icons - Image of Dialogue Window So, I'm rather stuck. I've obviously not done something I need to. If you are able to advise further, I would very much appreciate it. Doug Robbins - MVP - Office Apps and Services • 323.5K Reputation points • MVP • Volunteer Moderator 2015-08-19T23:07:41+00:00 For the date format issue, see "Formatting Word fields with switches" on fellow MVP Graham Mayor's website at: http://www.gmayor.com/formatting\_word\_fields.htm The only way to have your letter display the way that you want it to appear, would be to send it in the form of a pdf file attached to the email message. You can do that with the Merge with Attachments facility on my Merge Tools Add-in You can download the MergeTools – 20150422.dotm Add-in that I created from the following page of my One Drive: http://bit.ly/1hduSCB The MergeTools – 20150422.dotm file needs to be saved in the Word Startup folder. In Windows Vista and Windows 7, 8 or 8.1, the default location for that folder is C:\Users[User Name]\AppData\Roaming\Microsoft\Word\STARTUP If you do not see the AppData folder: - In Windows 7, - In Windows Explorer, click on the Organize drop down and then on Folder and search options and in the Folder Options dialog, go to the View tab and select the item "Show hidden files, folders, and drives". While there, it is a good idea to uncheck the box of "Hide extensions for known file types". In Windows 8 and 8.1, in the File Explorer, click on Options on the View tab of the ribbon and then on the View tab in the dialog that appears and select the item "Show hidden files, folders, and drives". While there, it is a good idea to uncheck the box of "Hide extensions for known file types". When that has been done and Word is started\re-started, the tab shown below will be added to the Ribbon: The requirements for using the system are: The mail merge main document must be of the Letter type, though that does not mean that the output cannot be sent as an e-mail message. For the Many To One, Merge with Attachments and Merge to Individual Docs utilities, the data source may be either a table or query in an Access database, or in the form of an Excel worksheet and that worksheet must be the first sheet in the Excel workbook. If the data is on some other sheet, you can easily move that sheet so that it is the first sheet in the workbook by clicking on the sheet tab and dragging it to the left. For the Chart Merge utility, download the Mail Merging with Charts document that is also on that page of my OneDrive for additional requirements of the data source for use with that utility For a data source in the form of an Excel worksheet, the field names must be in the first row of the worksheet and there must be a field name in all of the cells in that row that are within the range of columns that contain the data. For both types of data source, the field names must contain only alphanumeric characters (No @,#,$,%,&,(,), etc) and the field names must not start with a numeric character (0-9). The number of characters in the field names, including spaces, must not be more than 40. For a data source in the form of an Excel worksheet, the data must start in the second row of the worksheet and there should be no empty rows within the range of data that is to be processed. NOTE: The MergeTools applications cannot handle “Compound” MergeFields such as the «AddressBlock» or «GreetingLine». Instead of using those fields, you will need to insert the individual merge fields. You may also want to download: the Merging with Attachments document that is also on that page which explains how the system is used. It is not actually necessary to have separate attachments as the facility can be used to send just the documents created by the merge itself as attachments, either as the body of the message itself or in the form of Word files or .pdf files. the Mail Merging with Charts document that is also on that page. That document explains how you must set up the Excel Data Source and the Mail Merge Main document to be able to execute a merge with a Chart that is unique to each record in the data source. the Using the Many to One Facility document that describes how to use that facility. 0 comments No comments For the date format issue, see "Formatting Word fields with switches" on fellow MVP Graham Mayor's website at: http://www.gmayor.com/formatting\_word\_fields.htm The only way to have your letter display the way that you want it to appear, would be to send it in the form of a pdf file attached to the email message. You can do that with the Merge with Attachments facility on my Merge Tools Add-in You can download the MergeTools – 20150422.dotm Add-in that I created from the following page of my One Drive: http://bit.ly/1hduSCB The MergeTools – 20150422.dotm file needs to be saved in the Word Startup folder. In Windows Vista and Windows 7, 8 or 8.1, the default location for that folder is C:\Users[User Name]\AppData\Roaming\Microsoft\Word\STARTUP If you do not see the AppData folder: - In Windows 7, - In Windows Explorer, click on the Organize drop down and then on Folder and search options and in the Folder Options dialog, go to the View tab and select the item "Show hidden files, folders, and drives". While there, it is a good idea to uncheck the box of "Hide extensions for known file types". In Windows 8 and 8.1, in the File Explorer, click on Options on the View tab of the ribbon and then on the View tab in the dialog that appears and select the item "Show hidden files, folders, and drives". While there, it is a good idea to uncheck the box of "Hide extensions for known file types". When that has been done and Word is started\re-started, the tab shown below will be added to the Ribbon: The requirements for using the system are: The mail merge main document must be of the Letter type, though that does not mean that the output cannot be sent as an e-mail message. For the Many To One, Merge with Attachments and Merge to Individual Docs utilities, the data source may be either a table or query in an Access database, or in the form of an Excel worksheet and that worksheet must be the first sheet in the Excel workbook. If the data is on some other sheet, you can easily move that sheet so that it is the first sheet in the workbook by clicking on the sheet tab and dragging it to the left. For the Chart Merge utility, download the Mail Merging with Charts document that is also on that page of my OneDrive for additional requirements of the data source for use with that utility For a data source in the form of an Excel worksheet, the field names must be in the first row of the worksheet and there must be a field name in all of the cells in that row that are within the range of columns that contain the data. For both types of data source, the field names must contain only alphanumeric characters (No @,#,$,%,&,(,), etc) and the field names must not start with a numeric character (0-9). The number of characters in the field names, including spaces, must not be more than 40. For a data source in the form of an Excel worksheet, the data must start in the second row of the worksheet and there should be no empty rows within the range of data that is to be processed. NOTE: The MergeTools applications cannot handle “Compound” MergeFields such as the «AddressBlock» or «GreetingLine». Instead of using those fields, you will need to insert the individual merge fields. You may also want to download: the Merging with Attachments document that is also on that page which explains how the system is used. It is not actually necessary to have separate attachments as the facility can be used to send just the documents created by the merge itself as attachments, either as the body of the message itself or in the form of Word files or .pdf files. the Mail Merging with Charts document that is also on that page. That document explains how you must set up the Excel Data Source and the Mail Merge Main document to be able to execute a merge with a Chart that is unique to each record in the data source. the Using the Many to One Facility document that describes how to use that facility.