Microsoft KB Archive/108405

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Word 2.x Mail Merge Document Loses Data Delimiters in Word 6.0

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Q108405

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The information in this article applies to:


 * Microsoft Word for Windows, version 6.0

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SYMPTOMS
If you open a Word 2.x for Windows mail merge main document in Word version 6.0 for Windows, an Invalid Merge Field dialog box may appear when you perform a print merge operation or if you choose the View Merged Data button on the Mail Merge toolbar. The Invalid Merge Field dialog box displays the following error message:

This merge field is used in the main document, but it does not exist in the data source.

The list of merge fields in the Invalid Merge Field dialog box contains only one name, which is a concatenation of all the field names in your data document. For example, if your data document contains four fields (such as Name, Address, City, Zip), the dialog box displays a single name (NameAddressCityZip).

This does not happen if your data document is a Word 2.x table.

CAUSE
This problem occurs if your Word 2.x main document is attached to a data document that uses tabs, commas, or semicolons as field delimiters. The only time the problem does not occur is when your data document is a Word table.

Word 6.0 stores the field and record delimiter information for the data document in the mail merge main document, whereas Word 2.x does not store this information. When you convert a Word 2.x main document by opening it in Word 6.0, if the attached data file is any format other than a Word table, Word 6.0 sets the data delimiter to the default, which is null. As a result, Word reads the header record as a single field name.

STATUS
Microsoft has confirmed this to be a problem in Word for Windows. This problem was corrected in versions 6.0a and later of Word for Windows.

WORKAROUND

 * 1) Open the Word 2.x main document in Word 6.0.
 * 2) Choose the Edit Data Source button on the Mail Merge toolbar. When the Data Form appears, chose the View Data button. When the data document is displayed choose the Main Document button on the right end of the data source toolbar to return to the main document. After returning to the main document, save the *MAIN* document in Word 6.0 format.

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From the Tools menu, choose Mail Merge. Under Data Source, choose the Edit button, and then select your data document from the list. When the Data Form appears, choose the View Data button. When the data document is displayed, choose the Main Document button on the right end of the data source toolbar to return to the main document. After returning to the main document, save the *MAIN* document in Word 6.0 format.
 * 1) Perform the print merge.

Below is a macro you can use to automate the above workaround. (Suggestion: Assign the macro to a button on the Mail Merge toolbar.)

WARNING: ANY USE BY YOU OF THE CODE PROVIDED IN THIS ARTICLE IS AT YOUR OWN RISK. Microsoft provides this macro code "as is" without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability and/or fitness for a particular purpose.

Sub Main MailMergeEditDataSource MailMergeEditMainDocument End Sub To obtain Word 6.0c, call the Microsoft Order Desk at (800) 360-7561 and request the Word 6.0c update.

If you are outside the United States, contact your local subsidiary. To locate your subsidiary, see the Microsoft World Wide Offices Web site at:

"http://www.microsoft.com/worldwide/default.htm" Additional query words: 6.0 winword custsales word6

Keywords : kbprint kbmerge

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