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MS Office Forum / Word / Mailmerge and Fax / August 2006Can't get Word 2003 to keep data file with mail merge main documen
I use Word 2002, but I often send mail merge mail documents, and their supporting Word data file, to my clients. If they are using Word 2002, when they open the mail merge main document, Word 2002 or earlier, automatically finds the correct data file every time. However, when I send my mail merge mail document and its associated word data file to clients using Word 2003, they run into the following difficulty. When they open the mail merge mail document, Word 2003 claims it cannot find the associated Word data file. Of course, they can navigate to the Word data file and then the mail merge process runs smoothly...until they close the mail merge main document. Each time they reopen the mail merge main document, Word 2003 forces them to rematch the appropriate word data file. How to I help my clients using Word 2003 keep the Word data file permanently associated with the mail merge main document? I don't know the full solution to this (other than delivering your document with the data source attached and using an AutoOpen macro to attach it), but if you are in a position to experiment, can you check that a. even if the user saves the mail merge main document after re-attaching, the attach fails the next time they open the document b. if the user explicitly detaches the data source, then re-attaches it, then saves the mail merge main document, the attach succeeds the next time they open the document? Peter Jamieson >I use Word 2002, but I often send mail merge mail documents, and their > supporting Word data file, to my clients. If they are using Word 2002, [quoted text clipped - 18 lines] > permanently > associated with the mail merge main document? Thanks for much for your ideas. I know it's true that if the user saves the mail merge document with the data source reattached, the attach DOES fail when they reopen the document. They must reattach the data file each and every time. The data file stays attached as long as the mail merge document remains open. I have not tried having the user open the mail merge document, attach the data file, detach the data file, then save the document. That seems like a very clumbsy work around. When I save the mail merge document and the data file (using Word 2002), both of them go to C:\My Documents. The path would read C:\My Docments\mainmailmergedocument.doc and C:\My Documents\worddatafile.doc. I then open the mail merge main document in C:\My Documents and attach the datafile document from the same folder, then save the mail merge main document. I do that because I know every client will have a C:\My Documents folder on his or her machine Does that help? > I don't know the full solution to this (other than delivering your document > with the data source attached and using an AutoOpen macro to attach it), but [quoted text clipped - 28 lines] > > permanently > > associated with the mail merge main document? > I have not tried having the user open the mail merge document, attach the > data file, detach the data file, then save the document. That seems like a > very clumbsy work around. I agree, but it's not really intended as a workaround, but more to verify that it is possible to fix the problem permanently at the recipient's end, somehow or other. The trouble is that if it isn't possible to /fix/ the problem so that Word 2003 works the same way as you experience with Word 2002, then you have to consider a workaround of some kind, even if it is clumsy. This problem has been reported quite a lot and although it's difficult to research I'm going to have another go here. Peter Jamieson > Thanks for much for your ideas. I know it's true that if the user saves > the [quoted text clipped - 59 lines] >> > permanently >> > associated with the mail merge main document? You've been very kind and offered lots of information. I am relieved to note that others have reported this problem. Do you know of anything the MS knowledge base that might address this. I admit that searching that "resource" is very frustrating, but I thought you might have seen something. Finally, I wonder if I could resolve the problem by using another kind of data file, something other than a Word for Windows file. Do you know if an Excel data file would work? The reason I am so interested has to do with my clients. A few are power users. Most aren't. But all are busy and so may not want to use a workaround that takes time or some advanced PC knowledge. > > I have not tried having the user open the mail merge document, attach the > > data file, detach the data file, then save the document. That seems like a [quoted text clipped - 75 lines] > >> > permanently > >> > associated with the mail merge main document? > Do you know of anything the MS > knowledge base that might address this. Only a. that in Word 2002, the problem seemed to occur when you applied a filter or sort in (e.g.) "Select Recipients". b. http://support.microsoft.com/kb/885832/en-us c. http://support.microsoft.com/kb/834699/en-us : although this describes a situation where the file is opened on a Windows Server 2003 system, I can just about imagine the same thing might occur on other systems for similar reasons. Would be very interested if this is the case. There may be others. I've just been through the loop of creating a mail merge main document, attaching to a data source, saving, and shipping the whole thing to a different machine, using the folder "c:My Documents" on both systems. Here, I simply cannot replicate what you describe. It does not matter whether the data source is a Word document or an Access database. It does not matter whether I save the Mail Merge Main Document as a .doc, or as a .htm (where it is rather easier to see what Word thinks the data source is). However, clearly, the problem is happening to you so there must be some difference that I do not see here. If possible, can you set up a simple merge in c:\My Documents that a. works for you b. does not work when you send it to your users If you do that, can you save the mail merge main document c. as a .doc then d. as a "web page", i.e. in HTM format. and send it all to me (you will need to despam my e-mail address) ? (NB, the .htm wil probably have an associated "supporting files" folder. If you can send it to your users, so much the better. If not, please try to send it to me). > Finally, I wonder if I could resolve the problem by using another kind of > data file, something other than a Word for Windows file. Do you know if an > Excel data file would work? Here, I have been using Word, and Access, and they both work. So even if Excel works for me here, that does not mean it will work for your users. Peter Jamieson > You've been very kind and offered lots of information. I am relieved to > note [quoted text clipped - 109 lines] >> >> > permanently >> >> > associated with the mail merge main document? Peter: Your offer is most kind. I will work on that and try to send it to you by COB CDT. Many, many thanks, > > Do you know of anything the MS > > knowledge base that might address this. [quoted text clipped - 156 lines] > >> >> > permanently > >> >> > associated with the mail merge main document? BTW, I haven't received anything here. Did you manage to fix the problem? Peter Jamieson > Peter: > [quoted text clipped - 188 lines] >> >> >> > permanently >> >> >> > associated with the mail merge main document? Peter" Please forgive the confusion. I replied off the wrong post. To repeat: I am trying to get someone with Word 2003 to test the mail merge documents I create in Word 2002. As soon as the test is complete I will contact you. Many thanks for your help and patience. > BTW, I haven't received anything here. Did you manage to fix the problem? > [quoted text clipped - 191 lines] > >> >> >> > permanently > >> >> >> > associated with the mail merge main document? Ok, will be out of the picture most of next week probably. Peter Jamieson > Peter" > [quoted text clipped - 240 lines] >> >> >> >> > permanently >> >> >> >> > associated with the mail merge main document? |
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