Microsoft KB Archive/97941

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Err Msg: Number of Fields Does Not Match Number of Records...

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Q97941

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The information in this article applies to:


 * Microsoft Word for Windows, versions 1.0, 1.1, 1.1a, 2.0, 2.0a, 2.0a-CD, 2.0b, 2.0c, 6.0, 6.0a, 6.0c

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SUMMARY
This article lists several causes of the following error message, which may occur when you perform a print merge operation in Word for Windows:

Word Version 2.0
There are fewer fields in record  than merge fields in the header record. Do you want to continue with the Print Merge?

Word Version 1.x
Number Of Fields Does Not Match Number Of Names In Record . Continue Print Merge?

If you choose the Yes button, one or more of your merged documents may contain incorrect, missing, or misplaced data.

MORE INFORMATION
If the above error message occurs, check the following in your print merge data document:

  Your data file may contain an extra character, such as a paragraph mark, space, tab or other character, after the last record, as shown in the following example: Name,Street,Address

John Major,10 Downing St.,&quot;London, England&quot;

Word treats the extra characters as an additional record and produces an extra merged record. This extra merged record may contain only the main document text, or it may be blank. To eliminate the extra merged record, delete the extra characters at the end of your data file.

Tip: When your data document contains an extra character after the last record, the number  in the above error message is one number greater than the total number of records in your data file. For example, if your data file contains three records, the error message states &quot;...record 4.&quot;   One or more records in your comma-delimited or tab-delimited data document may contain a comma or tab as punctuation. In the following example, the comma in &quot;London, England&quot; causes the error message:

Name,Street,Address

John Major,10 Downing St.,London, England

To use a comma or tab as punctuation in a comma- or tab-delimited document, enclose the field in quotation marks, as shown in the following example: Name,Street,Address

John Major,10 Downing St.,&quot;London, England&quot; Word reads a comma or tab in quotation marks as text instead of as a delimiter. The quotation marks do not print.  If your data document is a Word table, one or more of the rows may contain more cells than the first row of the table. Remove the extra cells so each row contains the same number of cells as the first row of the table.