Microsoft KB Archive/102632

= Works: Merging a Spreadsheet or Database with Word for Windows =

Article ID: 102632

Article Last Modified on 11/15/2004

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APPLIES TO


 * Microsoft Works 2.0 Standard Edition
 * Microsoft Works 2.0a
 * Microsoft Works 3.0 Standard Edition
 * Microsoft Works 3.0a
 * Microsoft Works 3.0b
 * Microsoft Works 4.5 Standard Edition
 * Microsoft Works 4.5a
 * Microsoft Works 4.0 Standard Edition
 * Microsoft Works 4.0a

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This article was previously published under Q102632



SUMMARY
This article explains how to merge a Works for Windows Database or Spreadsheet file with a Word for Windows document.



MORE INFORMATION
In Works for Windows, do the following:


 * 1) Open the Database or Spreadsheet file you want to use.
 * 2) Remove any fields or data you do not want to include in the print merge.
 * 3) From the File menu, click Save As.
 * 4) In the Save File As Type box, select Text & Tabs for a spreadsheet file or dBASE III or dBASE IV for a Database file.
 * 5) Enter a new name for the document. For a dBASE document add the extension .DBF and for a Text & Tabs document, add .TXT extension.
 * 6) Choose OK and close the file in Works.

In Word for Windows, do the following:


 * 1) Open or create the Word for Windows document you want to use.
 * 2) From the File menu, click Print Merge.
 * 3) Select Attach Header File.
 * 4) In the Attach Header File screen, click Create Header File.
 * 5) Enter the name of the first field that will correspond with the field in your Works Spreadsheet or Database file and click Add.

NOTE: Word for Windows cannot accept any spaces in the field names and the first character must be a letter. It is important that the field names are in the same order.
 * 1) Repeat step 5 until all the field names are added. Click OK when you're finished entering all of the field names. Save the file.
 * 2) From the File menu, click Print Merge and then select Attach Data File.
 * 3) Switch to the directory where the Works file was saved and open the Database or Spreadsheet file. Clicking OK will attach the data file to the merge document and return you to your document.
 * 4) From the toolbar, click Insert Merge Field and insert the field names you want to use in the document. Repeat this step for the remaining field names.
 * 5) From the File menu, click Print Merge.
 * 6) Click Merge.

If the numbers of fields in your header do not match the number of fields in your Spreadsheet or Database file, you will get the following message:

There are fields in the record than merge fields in the header record. Do you want continue with the print merge?

If you continue, this same message will appear for each record in the Spreadsheet or Database file.

