Mail merge problem - Word consistently cannot find file

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boxergal

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Oct 11, 2003
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I've used Word's mail merge feature for many years to update phone lists, address lists, mailing labels, etc. from an excel spreadsheet that has all of the contact information for my department. Since upgrading to Word 2003, I'm consistently experiencing this problem: Every time I open an existing mail merge document in Word 2003, I get these two messages:

"Opening this document will run the following SQL command ..." and then it references the filters that I have set up in Word for the mail merge.

It then says "data from your database will be placed in the document, do you want to continue?" If I reply No, it opens the mail merge document, but does not link to the excel spreadsheet - which is what you would expect it to do.

But when I reply Yes (which is the correct answer) it takes me to the screen where it asks me to "select data source" (which in effect is the same as replying No)

Prior to upgrading to Word 2003 (SP2 on XP platform), Word would remember where the Excel file was located. Is there a workaround to eliminate this extra step? I use these files on a regular basis, the excel file name never changes nor does its location change. I don't understand what is prompting Word to ask me to find the excel file each time I open the Word merge document.

Can anyone help me figure this one out?

Thanks in advance,
Sharon
 

Anne Troy

Anne
Joined
Feb 14, 1999
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11,746
Once you have selected your data source, have you saved your file (at least once)? Perhaps it's never been saved since you updated?
 

boxergal

Thread Starter
Joined
Oct 11, 2003
Messages
91
Even when the file has been saved, Word continues to prompt for the file location. It's bizarre and frustrating.
 
Joined
Oct 20, 2004
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According to this: http://office.microsoft.com/en-us/assistance/HA011095521033.aspx that is a "feature" of Word 2003 - MS intended for you to always have to re-designate the data file.
To quote from the bottom of the page, "When you save the main document, in addition to its content and fields, you also save its connection to the data file. The next time you open the main document, you're prompted to choose whether you want the information from the data file to be merged again into the main document."
 
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