Microsoft KB Archive/26049

Word Err Msg: “Data Record Too Long” with Print Merge

PSS ID Number: Q26049 Article last modified on 03-07-1997

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========================================================= 3.00 3.01 3.02 4.00 MACINTOSH kbusage kbtlc

= SUMMARY =

In versions 3.x and 4.0 of Microsoft Word for the Macintosh, the error message “Data Record Too Long” may be caused by one of the following:

  An extra field in one of the records in the data document. (All records in the data document must have the same number of fields.)   A comma between the city and the state in an “Address” field. To avoid this problem, create separate fields for “City”, “State”, and “Zip”. This information is in the “Word 3.01 Additional Information” manual.   Text enclosed in quotation marks within a field entry enclosed in quotation marks. For example: name,address “Henry”Buddy&quot; Tyler&quot;,123 Main St. To correct this problem, place two sets of double quotation marks around the quoted text within the field. For example: name,address “Henry”“Buddy”&quot; Tyler&quot;,123 Main St.   A blank line above the header record in the data document. (The header record must start on the first line of the data document, or Word will interpret the data document as not having any defined fields.) 

= MORE INFORMATION =

Because Word uses commas or tabs to separate fields, you cannot type commas within a field unless the entire field is enclosed in quotation marks. However, Word 4.0 allows commas within fields if all the records are delimited with tabs.

KBCategory: kbusage kbtlc KBSubCategory: kbmerge Additional reference words: macword macword5 3.00 3.01 3.02 4.00 ====================================================================== ============================================================================= Copyright Microsoft Corporation 1997.