Can't get Word 2003 to keep data file with mail merge main documen

[Yourcareercoach]

I use Word 2002, but I often send mail merge mail documents, and their
supporting Word data file, to my clients. If they are using Word 2002, when
they open the mail merge main document, Word 2002 or earlier, automatically
finds the correct data file every time.

However, when I send my mail merge mail document and its associated word
data file to clients using Word 2003, they run into the following difficulty.
When they open the mail merge mail document, Word 2003 claims it cannot find
the associated Word data file. Of course, they can navigate to the Word data
file and then the mail merge process runs smoothly...until they close the
mail merge main document. Each time they reopen the mail merge main document,
Word 2003 forces them to rematch the appropriate word data file.

How to I help my clients using Word 2003 keep the Word data file permanently
associated with the mail merge main document?

 

[Peter Jamieson]

I don't know the full solution to this (other than delivering your document
with the data source attached and using an AutoOpen macro to attach it), but
if you are in a position to experiment, can you check that
a. even if the user saves the mail merge main document after re-attaching,
the attach fails the next time they open the document
b. if the user explicitly detaches the data source, then re-attaches it,
then saves the mail merge main document, the attach succeeds the next time
they open the document?

Peter Jamieson

 

[Yourcareercoach]

Thanks for much for your ideas. I know it's true that if the user saves the
mail merge document with the data source reattached, the attach DOES fail
when they reopen the document. They must reattach the data file each and
every time. The data file stays attached as long as the mail merge document
remains open.

I have not tried having the user open the mail merge document, attach the
data file, detach the data file, then save the document. That seems like a
very clumbsy work around.

When I save the mail merge document and the data file (using Word 2002),
both of them go to C:\My Documents. The path would read C:\My
Docments\mainmailmergedocument.doc and C:\My Documents\worddatafile.doc. I
then open the mail merge main document in C:\My Documents and attach the
datafile document from the same folder, then save the mail merge main
document.

I do that because I know every client will have a C:\My Documents folder on
his or her machine

Does that help?

 

[Peter Jamieson]

I have not tried having the user open the mail merge document, attach the

data file, detach the data file, then save the document. That seems like a
very clumbsy work around.

I agree, but it's not really intended as a workaround, but more to verify
that it is possible to fix the problem permanently at the recipient's end,
somehow or other. The trouble is that if it isn't possible to /fix/ the
problem so that Word 2003 works the same way as you experience with Word
2002, then you have to consider a workaround of some kind, even if it is
clumsy.

This problem has been reported quite a lot and although it's difficult to
research I'm going to have another go here.

Peter Jamieson

 

[Yourcareercoach]

You've been very kind and offered lots of information. I am relieved to note
that others have reported this problem. Do you know of anything the MS
knowledge base that might address this. I admit that searching that
"resource" is very frustrating, but I thought you might have seen something.

Finally, I wonder if I could resolve the problem by using another kind of
data file, something other than a Word for Windows file. Do you know if an
Excel data file would work?

The reason I am so interested has to do with my clients. A few are power
users. Most aren't. But all are busy and so may not want to use a workaround
that takes time or some advanced PC knowledge.

 

[Peter Jamieson]

Do you know of anything the MS

knowledge base that might address this.

Only
a. that in Word 2002, the problem seemed to occur when you applied a filter
or sort in (e.g.) "Select Recipients".
b. http://support.microsoft.com/kb/885832/en-us
c. http://support.microsoft.com/kb/834699/en-us : although this describes a
situation where the file is opened on a Windows Server 2003 system, I can
just about imagine the same thing might occur on other systems for similar
reasons. Would be very interested if this is the case.

There may be others.

I've just been through the loop of creating a mail merge main document,
attaching to a data source, saving, and shipping the whole thing to a
different machine, using the folder "c:My Documents" on both systems. Here,
I simply cannot replicate what you describe. It does not matter whether the
data source is a Word document or an Access database. It does not matter
whether I save the Mail Merge Main Document as a .doc, or as a .htm (where
it is rather easier to see what Word thinks the data source is). However,
clearly, the problem is happening to you so there must be some difference
that I do not see here.

If possible, can you set up a simple merge in c:\My Documents that
a. works for you
b. does not work when you send it to your users

If you do that, can you save the mail merge main document
c. as a .doc then
d. as a "web page", i.e. in HTM format.

and send it all to me (you will need to despam my e-mail address) ?

(NB, the .htm wil probably have an associated "supporting files" folder. If
you can send it to your users, so much the better. If not, please try to
send it to me).

Finally, I wonder if I could resolve the problem by using another kind of
data file, something other than a Word for Windows file. Do you know if an
Excel data file would work?

Here, I have been using Word, and Access, and they both work. So even if
Excel works for me here, that does not mean it will work for your users.

Peter Jamieson

 

[Yourcareercoach]

Peter:

Your offer is most kind. I will work on that and try to send it to you by
COB CDT. Many, many thanks,

 

[Peter Jamieson]

BTW, I haven't received anything here. Did you manage to fix the problem?

Peter Jamieson

 

[yourcareercoach]

Peter"

Please forgive the confusion. I replied off the wrong post. To repeat: I am
trying to get someone with Word 2003 to test the mail merge documents I
create in Word 2002. As soon as the test is complete I will contact you. Many
thanks for your help and patience.

 

[Peter Jamieson]

Ok, will be out of the picture most of next week probably.

Peter Jamieson