Copying a mailmerge document to another computer

[Boog]

I am running XPSP2 HE using Word and Excel 2002 SP3. I have many Word
documents that are used as the main mailmerge document. They all use the
same Excel file for the merge data (only one Word document is open at any
time). All the documents are stored on an external HD.

I took the external HD to work and copied all the Word documents and the
Excel file onto my computer at work. The path to the Excel document is
identical on the external HD and my work computer. My work computer runs XP
PE on a LARGE domain (in a hospital) but I believe it uses either Word 2000
or Word XP.

In any case, when I opened a Word document on my computer at work, it opened
fine but it was not mail merge. All of the mergefields were present in the
file but the mailmerge toolbar was greyed out. I had to set up the Word file
as mailmerge and direct it to the Excel file. When I did, all the
mergefields already in the file worked fine.

Why did I lose the merge capability after copying? Is the merge information
stored in a separate file? Knowing this would help since I have over 60 Word
documents and I would have to set each one up individualy for mail merge
(again).

Thanks in advance for any assistance.

 

[Cindy M -WordMVP-]

Hi =?Utf-8?B?Qm9vZw==?=,

The mail merge path is stored directly in the internal Word document structures.
Somehow, it also seems to know when you open the document on a different system,
so even if the path to the data source LOOKS the same, it's not identical with
what Word has stored. I suspect this has to do with the OLE DB provider noting
down the machine name.

There are two things you could try to make this easier/more flexible to use:

1. Use ODBC instead of OLE DB to link the data. Activate "Confirm conversions on
open" in Tools/Options/General, then connect to the data source file. You'll get
a list of connection methods (OLE DB, ODBC, DDE). Choose ODBC. If your data is
not in a named range, you'll need to click "Options" and activate all the
checkboxes in the next dialog box in order to see worksheets.

2. Put a Autpen macro in your document that connects to the data source
located in the same file path as the document. You can record the basic macro
that you need, then modify it to use ActiveDocument.Path in place of the
hard-coded path.

I am running XPSP2 HE using Word and Excel 2002 SP3. I have many Word
documents that are used as the main mailmerge document. They all use the
same Excel file for the merge data (only one Word document is open at any
time). All the documents are stored on an external HD.

I took the external HD to work and copied all the Word documents and the
Excel file onto my computer at work. The path to the Excel document is
identical on the external HD and my work computer. My work computer runs XP
PE on a LARGE domain (in a hospital) but I believe it uses either Word 2000
or Word XP.

In any case, when I opened a Word document on my computer at work, it opened
fine but it was not mail merge. All of the mergefields were present in the
file but the mailmerge toolbar was greyed out. I had to set up the Word file
as mailmerge and direct it to the Excel file. When I did, all the
mergefields already in the file worked fine.

Why did I lose the merge capability after copying? Is the merge information
stored in a separate file? Knowing this would help since I have over 60 Word
documents and I would have to set each one up individualy for mail merge
(again).

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any follow question or reply
in the newsgroup and not by e-mail

 

[Boog]

Cindy,

Thank you for your time. I am using ODBC. I will put the Autpen macro
into effect.

I did not realize I posted twice. I had just set up my account prior to
the intial post and I remember my computer frezzing up when I hit post. I
didn't look to see if it actually posted.

Anyway, I appreciate your advice.

Boog

 

[Cindy M -WordMVP-]

Hi =?Utf-8?B?Qm9vZw==?=,

I will put the Autpen macro
into effect.

Typing error on my part. The macro name should be AutoOpen
(no underscore - that's the Excel name).

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update
Jun 8 2004)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any
follow question or reply in the newsgroup and not by e-mail