Data file of a mail merge becomes "Read Only"

[DebL]

Recently (two weeks ago) upgraded from Office 2003 to Office 2007 at work.
In Word 2003, I had two files, a data file and a form file, that I merge
every day to create vouchers for corporate accounting. Since the switch to
Word 2007, every time I try to save the data file during or after the merge,
I get a message that says "The data file has not been saved - do you want to
save?" Then I get a message that says the data file is "Read Only", and it's
not saving the records I just entered. I've looked at the properties of both
files, neither is checked as read only, copied the files into new documents,
renamed them and did the merge again; saved the files in 2003 and 2007
format- same result - Read Only. Tried doing a label mail merge with a
previously created name and address table in Word 2003 - the name and address
file becomes Read Only too.

 

[Doug Robbins - Word MVP]

Customize the Quick Access Toolbar by adding the original Mail Merge Helper
and edit the data file through that interface if you must edit it.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[DebL]

OK, added the Mail Merge Helper to the Quick Access Toolbar and tried to edit
the data that way. Using that Mail Merge Helper looks similar to mail merge
in Word 2000? The form file has a long goofy file name of alpha and numeric.
I can open the data file, edit and add records, do the merge, print, but
still getting message that the data file is read only when I try to close the
form file. When I open the data file, it displays as a table, like it
should, but none of the new records have been saved.

 

[Doug Robbins - Word MVP]

Have you tried using the View source button in the Mail Merge Helper > Edit
Data option?

However, the problem maybe the long goofy file name, particularly if it is
on a network.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[DavidPrej]

I'm still getting the Read Only message even though I'm using the Mail Merge
Helper and View Source.

 

[DebL]

I was afraid you were going to say it has something to do with the form
file's name, and yes, it's stored on our network. I tried removing the data
source info and copying it to a new document and saving in 2007 format. When
I start the Mail Merge Helper, with the form document already open, the
source of the main document is pointing to my local drive - C:\Documents and
Settings\Local Settings\Temporary Internet Files\......

Here's my work-around for at work. Open the form file and start the Mail
Merge Helper, Get Data and attach the data file. Make the additions to the
data file using the data form dialog box. Close the form, open the data file
independently as a table (verify that the changes/additions are there), and
save that file using a different file name - I use today's date in the file
name. Go back to the form file, use the Mail Merge Helper and re-connect the
form document to the newly renamed data source and continue on with the
merge. Then go back every couple of days and delete the previous days data
file.

Another method that our IT staff had me do that worked was to save the
original data file to my desktop and continue to use that one. Then the data
file didn't give the Read Only message. At the end of each day, I'd have to
remember to copy that file over to a network drive for nightly back-ups.

 

[Doug Robbins - Word MVP]

Yes. There is apparently an issue with long network path/filenames.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP