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Microsoft KB Archive/104655

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FastTips: Print Merge Questions and Answers (Word 4.0)

Article ID: Q104655
Creation Date: 27-SEP-1993
Revision Date: 13-SEP-1995 The information in this article applies to:

  • Microsoft Word for Macintosh, version 4.0

This article contains the text of "Print Merge Questions and Answers," which is available on the Microsoft FastTips service for Word for the Macintosh. It answers the most frequently asked questions regarding print merge in Word for the Macintosh.

Q. I'm receiving the error message "Data Record Too Long." What's

      wrong?

A. Word is probably detecting an extra field in a data record in

      the data document.
      Three possible causes for this situation are:
      1. An extra field separator (comma or tab) in one or more of the
         data records in the data document
      2. A paragraph mark above the header line of field names
      3. Incomplete quotation marks around a field that contains a
         comma
      There are four methods for correcting the problem:
      1. From the Edit menu, choose Show ("paragraph marker"), which
         is the symbol that looks like a backwards "p", and remove any
         extra tab characters in data records, as well as any
         paragraph marks above the header line of field names.
      2. Make sure there are opening and closing quotation marks
         around any field that contains a comma.
      3. Check the print merge document:
         a. When you choose Print Merge, select New Document rather
            than Print.
         b. Click OK when the error message appears.
         c. Count how many records are written to the screen. If you
            are creating mailing labels, the problem record will be
            within a page of the last record that was shown on the
            screen. Otherwise, it will be the record after the last
            record that printed.
      4. Save the data document as Text Only and retry the merge.
      For more information on troubleshooting print merge errors,
      please refer to page 296, titled "Print Merge Command," in the
      "Microsoft Word Reference Manual."

Q. I'm receiving the error message "Missing Comma In Data Record,"

      What's wrong?

A. Word is probably detecting too few fields in one or more of the

      data records.
      Three possible causes for this situation are:
      1. There is an extra paragraph mark after the last record in the
         data document.
      2. There is an extra paragraph mark between the header line of
         field names and the first record, or between any two records.
      3. There is no compensation for missing field data.
      There are four methods for correcting the problem:
      1. From the Edit menu, choose Show ("paragraph marker"), which
         is the symbol that looks like a backwards "p", and look for
         extra paragraph marks between records and the header line, as
         well as at the end of the data document.
      2. If there are any fields that are not supposed to contain
         data, make sure to type an extra field separator to indicate
         that the field is blank. In Word 4.0, make sure there is a
         blank cell in the table.
      3. Check the print merge document:
         a. When you choose Print Merge, select New Document rather
            than Print.
         b. Click OK when the error message appears.
         c. Count how many records are written to the screen. If you
            are creating mailing labels, the problem record will be
            within a page of the last record that was shown on the
            screen. Otherwise, it will be the record after the last
            record that printed.
      4. Save the data document as Text Only and retry the merge.
      For more information on troubleshooting print merge errors,
      please refer to page 296, titled "Print Merge Command," in the
      "Microsoft Word Reference Manual."

Q. I'm receiving the error message "Unknown Field Name". What's

      wrong?

A. The field names are probably not exactly the same in the main

      document and the data document.
      Four common causes for this situation are:
      1. There are space characters after field names in the main
         document.
      2. There are extra >> (closed chevron) characters around field
         names.
      3. The DATA statement in the main document is referring to the
         wrong data document
      4. The DATA statement in the main document is referring to the
         main document.
      There are two methods for correcting the problem:
      1. From the File menu, choose Print Merge, select New Document,
         and click OK every time the message occurs for several
         records. Then, look for the location of "**Unknown Field
         Name**".  This is the field that is not being recognized.
      2. Use Copy and Paste to exactly copy the field names from the
         main document to the data document. Be sure to copy only the
         field names and not the international quotation marks
         (chevrons) to the data document.
      For more information on troubleshooting print merge errors,
      please refer to page 296, titled "Print Merge Command," in the
      "Microsoft Word Reference Manual."

Q. I'm receiving the error message "Too Many Edits," "Not Enough

      Disk Space...," or "Not Enough Memory To Complete Operation."
      What's wrong?

A. Word is out of memory and can't perform the action you're

      requesting.  Three possible causes for this situation are:
      1. There are too many records being merged in one print merge.
         The Apple System Print Manager has a limit of 128 pages per
         file that can be merged at one time to an ImageWriter.
      2. The RAM Cache (in the Control Panel) is turned on or there
         are some RAM-resident desk accessories or INITs.
      3. New Document was selected, thus using more memory.
      The following seven suggestions will help you correct the
      problem:
      1. Print from record # to record # by specifying your selection
         in the Print Merge dialog box.
      2. Divide the data document into smaller sections.
      3. Set up ImageWriter labels for full US Letter size paper as
         you would for LaserWriter mailing labels.
      4. Close any unused windows.
      5. Save the file, quit, and restart Word.
      6. Choose Control Panel from the Apple menu and turn the RAM
         Cache off, then restart the Macintosh.
      7. Try selecting Print instead of New Document.
      For more information on troubleshooting print merge errors,
      please refer to page 296, titled "Print Merge Command," in the
      "Microsoft Word Reference Manual."

Q. I'm receiving the error message "Please Locate: <Document

      Name>." What's wrong?

A. The name of the data document does not exactly match the main

      document's DATA statement.
      Three possible causes for this situation are:
      1. There are space characters before or after the field name.
      2. There are extra >> (closed chevron) characters.
      3. The data document name is misspelled.
      The following two suggestions will help you correct the problem:
      1. Retype the DATA statement in the main document.
      2. From the File menu, choose Save As while in the data
         document. Type in a one- or two-letter name and change the
         DATA instruction in the main document accordingly.
      For more information on troubleshooting print merge errors,
      please refer to page 296, titled "Print Merge Command," in the
      "Microsoft Word Reference Manual."






        



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KBCategory: kbusage kbfasttip
KBSubCategory: kbmerge
Additional reference words: macword 4.00 msav fast tips ivr macword5