Microsoft KB Archive/211729

Knowledge Base

WD2000: ErrMsg: "Word could not merge the main document with the data source because the data records were empty or no data records matched your query options."

Article ID: 211729

Article Last Modified on 12/2/2005

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APPLIES TO

• Microsoft Word 2000 Standard Edition

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This article was previously published under Q211729

ERROR MESSAGE

When you try to merge a range of records from your data source, the following error message may appear:

Word could not merge the main document with the data source because the data records were empty or no data records matched your query options.

NOTE: Microsoft Office 2000 has built-in functionality that allows you to get more information about difficult-to-troubleshoot alerts or error messages. If you want to enable this functionality for this and other error messages in Microsoft Office 2000, please download the Microsoft Office 2000 Customizable Alerts file from the Microsoft Office Update Web site at the following address:

http://www.microsoft.com/downloads/details.aspx?FamilyID=8FBEE1D3-C5BB-4A36-A2F7-DC63DE2A818C

NOTE: If you reached this article by clicking the Web Info button in an error message, you already have Customizable Alerts enabled.

CAUSE

The query condition you are trying to set in the query options does not match your data source.

THINGS TO TRY

The query condition you are trying to set in the query options does not match your data source.

Use one of the following methods appropriate for your situation.

Method 1: Correct Your Query Options

Edit your data source and make sure that the "Compare to" of your query options matches exactly the data contained in your data source. For example, if you are trying to set a query option to filter the FirstName field to match a particular first name, make sure that the name is contained in the FirstName column of your data source.

NOTE: The FirstName field value must match EXACTLY the value you typed in the "Compare to" field of your query option (query option values are case-sensitive).

Method 2: Reattach Your Data Source

When you attach and save a data source to a mail merge main document, Word "remembers" which data source is attached by saving the attached file's path and file name in the main document. Word also remembers the query options that may have been previously set.

Use the following steps to reattach your mail merge main document to your data source:

1. Open your mail merge main document.
2. On the Tools menu, click Mail Merge.
3. In the Mail Merge Helper, click Create and then click Restore to Normal Word document.NOTE: At this point, your mail merge main document does not have a data source attached. Therefore, all information pertaining to the data source link and query options will be lost.
   

1. Click Create and then click the type of main document you had previously set for your mail merge main document.NOTE: When Word prompts you to use either the active document or a new document, click Active Document.
   

1. Click Get Data, attach your data source to your mail merge main document, and then try setting your query options, if needed.

Method 3: Merge Each Record Individually

To work around this problem, instead of merging to a new document or to the printer with query options set, follow these steps:

1. In your main document, click the View Merged Data button.
2. Use the Next Record button to find the correct record.NOTE: You see one record at a time, and the information will populate your main document.
   

1. On the File menu, click Print.
2. Repeat steps 2-3 for each record that you want to merge.

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MORE INFORMATION

As an example of the situation that causes the error message, if you have the following records in your data file

   Record_Number    First_Name     Last_Name
   -----------------------------------------

         1          Erin           O'Melia
         2          Suanne         Nagata
         3          Mark           Lee
         4          Jeff           Smith
                

and you instruct Word to merge records 2 through 4, and you set the query options to filter those records in which First_Name is equal to Smith, Word displays the error message.

Additional query words: OFF2000

Keywords: kbdownload kbmerge kbprb KB211729

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