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MS Office Forum / Word / Mailmerge and Fax / July 2005upgrading from 97 to XP
Good afternoon all, can anybody help? A colleague of mine had Office 97 and has just been upgraded to Office XP. However, she created numerous mail merges in 97 which she now needs to gain access to but when she tries to open one of the documents containg the actual merged letters that were created in 97 she gets this error message:- Open this document will run the following SQL COmmand: Select * From U:\my documents\etc.... Data from your database will be placed in the document, do you want to continue? Yes No Regardless of whether she chooses Yes or No, it opens the document but it only has the first merged letter? Does anybody know why this has happened? I thought when you upgraded to XP that all your documents, including merge letters, could still be opened/edited as normal? She has numerous merge files she needs to gain access to. Any urgent help would be much appreciated. Thank you. Louise She only has the first merged letter? That's correct. She must now run the merge. She may want to turn on the mail merge toolbar and hit Merge to new document. ******************* ~Anne Troy www.OfficeArticles.com www.MyExpertsOnline.com > Good afternoon all, can anybody help? > [quoted text clipped - 21 lines] > > Louise Hello Anne, thank you for your reply. However, the problem is, it's as if it doesn't even recognise that it was a merge because the toolbar is completely greyed out so it won't let you merge to new document. Surely if the document that was saved in 97 contained all the merged letters (approx. 66) and it was saved as such, that all the letters would still be there when opened in XP? Also, what does the SQL message mean? Any ideas?? Thank you. > She only has the first merged letter? That's correct. She must now run the > merge. She may want to turn on the mail merge toolbar and hit Merge to new [quoted text clipped - 33 lines] > > > > Louise I'm sorry... a few pieces of information for you: 1. Once a document is merged (66 letters), there should no longer be a connection to a data source, so I suspect that... 2. You are opening a mail merge main document and not a previously merged document. 3. SQL is a query language now used by Office (xp and up) to get the information from the data source. Unfortunately, there's really no supressing the stupid message. 4. I have no idea why the mail merge toolbar is grayed out. Are there fields in the document or not? ******************* ~Anne Troy www.OfficeArticles.com www.MyExpertsOnline.com > Hello Anne, thank you for your reply. However, the problem is, it's as if it > doesn't even recognise that it was a merge because the toolbar is completely [quoted text clipped - 43 lines] > > > > > > Louise Hi =?Utf-8?B?TG91aXNl?=, > A colleague of mine had Office 97 and has just been upgraded to Office XP. > However, she created numerous mail merges in 97 which she now needs to gain [quoted text clipped - 8 lines] > Regardless of whether she chooses Yes or No, it opens the document but it > only has the first merged letter? Putting aside any possible misunderstanding about merges, and records, and such... The message in question has to do with a new security measure. It's described, along with a way to get rid of it, in the following article. FWIW, she should always answer "Yes" if she wants the merge document to open with the data source still linked. If she's getting the same with "Yes" as with "No", then the link to the data source has been lost. This could be because the data source is no longer in the same location as it was before? "Opening This Will Run the Following SQL Command" Message When You Open a Word Document - 825765 http://support.microsoft.com?kbid=825765 Cindy Meister INTER-Solutions, Switzerland http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004) http://www.word.mvps.org This reply is posted in the Newsgroup; please post any follow question or reply in the newsgroup and not by e-mail :-) Hello Thank you for the speedy reply. I will check with her to see if the data source is still in the same location - as she has been given a new PC, together with the new version of Office - perhaps she has moved it? If it is in a different location and she moves it back to the original one, will it work ok?? THanks again. Louise > Hi =?Utf-8?B?TG91aXNl?=, > [quoted text clipped - 32 lines] > This reply is posted in the Newsgroup; please post any follow question or reply > in the newsgroup and not by e-mail :-) I have just checked with the user and all the files/folders etc. are in exactly the same location?? Please help...........!! Thanks very much. Louise > Hello > [quoted text clipped - 44 lines] > > This reply is posted in the Newsgroup; please post any follow question or reply > > in the newsgroup and not by e-mail :-) Hi =?Utf-8?B?TG91aXNl?=, > Thank you for the speedy reply. I will check with her to see if the data > source is still in the same location - as she has been given a new PC, [quoted text clipped - 4 lines] > I have just checked with the user and all the files/folders etc. are in > exactly the same location?? OK, I'd still have her try to relink the data source in. Word is just SO finicky about how it checks the data source location against what it has saved in the document. And, if she ever did answer "No", then save the document after opening, the data connection is no longer there and she has to relink. So 1. She opens the document. 2. If she gets the SQL question (because she hasn't created the Registry key mentioned in the article I gave), she should answer "Yes". If she does not, then she will always loose the link. 3. She needs to choose whether she wants to use the mail merge toolbar or the mail merge wizard. Personally, I prefer the toolbar for most things. (She can also get the old interface back, instructions for this are in the Word 2002/2003 section of my website's Mail Merge FAQ) 4. She next needs to link in the data source, that will be the second button from the left in the toolbar. 5. Now she should be able to perform the merge (to the printer or to a new document - this is where I'm not sure she's always been doing the "right thing") If she still has problems, especially if the data "doesn't look right" once she's linked in the source, we need to know in which application the data is stored (Word document, Excel, Access, other...) Cindy Meister INTER-Solutions, Switzerland http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004) http://www.word.mvps.org This reply is posted in the Newsgroup; please post any follow question or reply in the newsgroup and not by e-mail :-) Hi Yes, she opens the document and chooses Yes when prompted. THis then opens the main document for her. If she brings the mail merge toolbar onto the screen, all icons are greyed out and therefore cannot be used. IF she uses the task pane instead, it takes her through every step as if the document she has open isn't already part of a merge and she has to choose/create data source etc. It is as if any links that were made during the original mail merge have disappeared?? I've never seen this before and can't understand why the links seem to have gone for no reason? As she has quite a few large merges set up, it's causing her problems. Thanks. Louise > Hi =?Utf-8?B?TG91aXNl?=, > [quoted text clipped - 47 lines] > This reply is posted in the Newsgroup; please post any follow question or > reply in the newsgroup and not by e-mail :-) How about using the Open Data Source button (second from left on the mailmerge toolbar? That should be enabled no matter what document is on the screen (even if it is not a mailmerge main document). If the fields in the datasource that she opens have the same names as the mergefields in the main document, then she should then be able to just execute the merge.  SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > Hi > [quoted text clipped - 73 lines] >> This reply is posted in the Newsgroup; please post any follow question or >> reply in the newsgroup and not by e-mail :-) Hi =?Utf-8?B?TG91aXNl?=, > Yes, she opens the document and chooses Yes when prompted. THis then opens > the main document for her. If she brings the mail merge toolbar onto the [quoted text clipped - 4 lines] > merge have disappeared?? > ALL the buttons on the toolbar can't be grayed out. The first two, at the very least, ought to be available. And once the data is linked in, the rest will be. IF she ever tried "No" instead of "Yes", then saved that document, the links will definitely have been lost. If any VBA program tried to open the merge documents on her machine, and then saved, they'll be gone. As a general rule, opening them with "Yes" should not lose the links, but you still haven't mentioned WHAT the data source is, so it's difficult to offer an opinion on what the cause might be. > I've never seen this before and can't understand why the links seem to have > gone for no reason? As she has quite a few large merges set up, it's > causing her problems. Cindy Meister INTER-Solutions, Switzerland http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004) http://www.word.mvps.org This reply is posted in the Newsgroup; please post any follow question or reply in the newsgroup and not by e-mail :-) Hi Cindy The data source is also a Word document. I have opened the main document containing the letter, opened the mail merge toolbar and clicked onto the second icon which has allowed me to select the data source I wish to use. This seems to have worked fine and has 'reconnected' the source to the original letter. I just couldn't understand why the link disappeared in the first place? We got there in the end........! Thanks very much for all your help. Louise > Hi =?Utf-8?B?TG91aXNl?=, > [quoted text clipped - 28 lines] > This reply is posted in the Newsgroup; please post any follow question or reply > in the newsgroup and not by e-mail :-) Hi =?Utf-8?B?TG91aXNl?=, > I have opened the main document containing the letter, opened the mail merge > toolbar and clicked onto the second icon which has allowed me to select the [quoted text clipped - 3 lines] > > We got there in the end.... OK, thanks for confirming that :-) WHY (assuming "No" was never clicked and the file path was always available) is hard to say without having been part of the team that moved / upgraded the user. Could be a small glitch in the documents' internal file structures (one that propagated from the template from which they were all created). It's also possible that Word somehow realized things "weren't the same" (different machine name or something) and decided it didn't know how to find the file path. Cindy Meister INTER-Solutions, Switzerland http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004) http://www.word.mvps.org 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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