merge data in a header or text box does not save

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JPCT - 29 Nov 2004 15:21 GMT

Are there special steps I should follow to use merge fields in a header or
text box within a template?

I have a mail merge field within and header and also within a text box. I
merge the data and all fields merge correctly. I then restore to a normal
word document, save and close and it appears to save with all the merged
data. However, when I recall that document, the data that was merged into
the header and text box has not been saved and I only see a representation of
the former merge field.

Any comments, suggestions will be appreciated.

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Cindy M -WordMVP- - 01 Dec 2004 14:30 GMT

Hi =?Utf-8?B?SlBDVA==?=,

I admit to being somewhat confused by your problem description... But let's
start with the version of Word involved?

> Are there special steps I should follow to use merge fields in a header or
> text box within a template?
>

It's better to use a Frame (from the Forms toolbar) when working with fields in
Word. Merge fields will generally work OK in headers/footers EXCEPT when doing a
catalog/directory type of mail merge.

> I have a mail merge field within and header and also within a text box. I
> merge the data and all fields merge correctly. I then restore to a normal
> word document, save and close and it appears to save with all the merged
> data. However, when I recall that document, the data that was merged into
> the header and text box has not been saved and I only see a representation of
> the former merge field.

When you MERGE data, you merge to either the printer or to a new document. If
you still have mergefields, you haven't performed a merge. All you've done is to
PREVIEW the data. (This is why I'm a bit confused.) When you reset a merge
document to a normal Word document you lose the connection to the data source.
As soon as the fields update (header/footer update practically at the drop of a
hat), if there's no data base connection, you won't see the data preview.

So what you're trying to do can't work. You either need to
- execute the merge to a new document and save that
- lock or unlink the merge fields (before breaking the data connection)

Ctrl+A, Shift+Ctrl+F9 will break the link in the main body of the document
(including frames). You'd have to repeat this in the headers, footers and any
textboxes. You can also use a macro for this purpose; I think Graham Mayor may
have one on his website.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004)
http://www.word.mvps.org

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JPCT - 01 Dec 2004 15:45 GMT

Thank you, this gives me useful information.

> Hi =?Utf-8?B?SlBDVA==?=,
>
[quoted text clipped - 38 lines]
> This reply is posted in the Newsgroup; please post any follow question or reply
> in the newsgroup and not by e-mail :-)

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