Data Merge file won't open

[Tiff Sunbacon]

I've got a Word doc which contains all the (200 +) addresses added
using the Data Merge manager but Word sees it as a 'main document' and
not as a database. I've tried setting up a new Form Letter and
selecting the doc containing the addresses as the data source, but I
get an error message saying that it can't access it because it's a main
document.

Also tried saving as a txt file and converting to a table but that went
into an endless loop and after 20 minutes Force Quit tells me 'Word not
responding'.

It's a whole day's work so is there any way I can access this?

Many thanks in advance.

Tiff

 

[Beth Rosengard]

Hi Tiff,

I have to confess that I don't use data merge so the suggestion I'm about to
make is based on logic not knowledge .

Using the Data Merge Manager, create a new database document and leave it
blank for the moment. Now, copy all the data from the old doc *except* the
last paragraph mark (turn on the Show/Hide formatting tool so you can see
what you're doing) and paste it into the new blank document. Now try the
merge again (changing document titles where necessary).

Any help?

--
***Please always reply to the newsgroup!***

Beth Rosengard
MacOffice MVP

Mac Word FAQ: <http://word.mvps.org/Mac/WordMacHome.html>
My Site: <http://www.bethrosengard.com>

 

[Phillip M. Jones, CE.T.]

I've got a Word doc which contains all the (200 +) addresses added
using the Data Merge manager but Word sees it as a 'main document' and
not as a database. I've tried setting up a new Form Letter and
selecting the doc containing the addresses as the data source, but I
get an error message saying that it can't access it because it's a main
document.

Also tried saving as a txt file and converting to a table but that went
into an endless loop and after 20 minutes Force Quit tells me 'Word not
responding'.

It's a whole day's work so is there any way I can access this?

Many thanks in advance.

Tiff

Actually you need to save all those addresses as an excel file you need
to format as follows.

First MI Last Business Name Address address p2 City State Zip (each name
being the heading for a column.

the insert the information below in correct order.

Save file. and place in same folder as the form letter.

Now go to data Merge and when when window opens choose the xls file you
created. your headers should show up. now drag each header in its proper
place in the document and make sure there is a Return after last name
Business Name, Address pt2, and zip.

put a space between Address and address Pt2, and State and zip. Put a
comma and a space after City.

Now switch to Preview and and click on left or right arrows and see how
the addresses look.

You have two choices, as to how to show. Either t Printer.; or to document.

To printer it takes one copy of the document and subs the correct info
and prints that document. Or it can create individual Documents. That
can be printed.

--
------------------------------------------------------------------------
Phillip M. Jones, CET |LIFE MEMBER: VPEA ETA-I, NESDA, ISCET, Sterling
616 Liberty Street |Who's Who. PHONE:276-632-5045, FAX:276-632-0868
Martinsville Va 24112 |[email protected], ICQ11269732, AIM pjonescet
------------------------------------------------------------------------

If it's "fixed", don't "break it"!

mailto[email protected]

<http://www.kimbanet.com/~pjones/default.htm>
<http://www.kimbanet.com/~pjones/90th_Birthday/index.htm>
<http://www.kimbanet.com/~pjones/Fulcher/default.html>
<http://www.kimbanet.com/~pjones/Harris/default.htm>
<http://www.kimbanet.com/~pjones/Jones/default.htm>

<http://www.vpea.org>

 

[CyberTaz]

Is the problem doc Open when when you try to designate it as the data
source? If so that may be the problem.

Otherwise, if your not familiar with Excel, I'd do as Beth suggests except
that I'd paste to a regular new blank document without any interference from
the Data Merge Manager. Once saved & closed, that doc should allow you to do
the Text-to-table thing, then use that as the data source.

The other - IMHO, preferred - option is paste into an Excel worksheet, save
& close, then use that as your record source.

HTH |:>)
Bob Jones
[MVP] Office:Mac

 

[Tiff Sunbacon]

Hi Tiff,

I have to confess that I don't use data merge so the suggestion I'm about to
make is based on logic not knowledge .

Using the Data Merge Manager, create a new database document and leave it
blank for the moment. Now, copy all the data from the old doc

When you say 'old doc' do you mean the data? Surely, if I copy the data
(the names and addresses) into the document it becomes the merge
document and not the data. My problem is that I cannot access the data
as data.

 

[Tiff Sunbacon]

Actually you need to save all those addresses as an excel file you need
to format as follows.

First MI Last Business Name Address address p2 City State Zip (each name
being the heading for a column.

the insert the information below in correct order.

Does this mean inserting all the data under the correct
headings/columns? Because at the moment, when the data is opened in xl
all of it sits in col A so picking each 'field' out and
cutting/pasting into its correct heading would only be marginally
quicker than re-entering the entire 200 addresses.

I do hope I've got this wrong!

 

[John McGhie [MVP - Word and Word Macintosh]]

Yes, it does mean inserting each data field in a column of its own, with the
column heading matching the main document merge field name.

If XL opens it all in one column, that would explain your problem

Use the Text Import Wizard in XL to split the data up correctly. If the
data is currently in a Word table, XL should automatically import it into
thee correct columns, so I suspect your data is not correctly formatted. If
it isn't, your merge won't happen .

If the data is in a table, use Word's Table>Convert>Table to Text command to
convert the table to text, specifying "Tab" as the delimiter. Then save the
file as plain text, and XL should slurp it straight in.

If the data is currently tab-delimited columns, just save it out to a text
file and again, XL will slurp it straight in.

Cheers

Does this mean inserting all the data under the correct
headings/columns? Because at the moment, when the data is opened in xl
all of it sits in col A so picking each 'field' out and
cutting/pasting into its correct heading would only be marginally
quicker than re-entering the entire 200 addresses.

I do hope I've got this wrong!

--

Please reply to the newsgroup to maintain the thread. Please do not email
me unless I ask you to.

John McGhie <[email protected]>
Microsoft MVP, Word and Word for Macintosh. Consultant Technical Writer
Sydney, Australia +61 (0) 4 1209 1410

 

[Tiff Sunbacon]

Yes, it does mean inserting each data field in a column of its own, with the
column heading matching the main document merge field name.

If XL opens it all in one column, that would explain your problem

That is certainly part of the problem!

Use the Text Import Wizard in XL to split the data up correctly.

I can't find a Text Import Wizard in any XL pulldown or even in Help

If the
data is currently in a Word table, XL should automatically import it into
thee correct columns, so I suspect your data is not correctly formatted. If
it isn't, your merge won't happen .

I can't get as far as merging. The problem is that Word sees the file
with the data as the main document and not as the data file.

 

[Tiff Sunbacon]

Yes, it does mean inserting each data field in a column of its own, with the
column heading matching the main document merge field name.

If XL opens it all in one column, that would explain your problem

That is certainly part of the problem!

Use the Text Import Wizard in XL to split the data up correctly.

I can't find a Text Import Wizard in any XL pulldown or even in Help

If the
data is currently in a Word table, XL should automatically import it into
thee correct columns, so I suspect your data is not correctly formatted. If
it isn't, your merge won't happen .

I can't get as far as merging. The problem is that Word sees the file
with the data as the main document and not as the data file.

 

[Phillip M. Jones, CE.T.]

Does this mean inserting all the data under the correct
headings/columns? Because at the moment, when the data is opened in xl
all of it sits in col A so picking each 'field' out and
cutting/pasting into its correct heading would only be marginally
quicker than re-entering the entire 200 addresses.

I do hope I've got this wrong!

when you open your excel file as the database in data merge. one of the
windows shows just the headings. (BTW the example I gave from a XLS file
I use with a form letter that goes with a Dues Statement I send out. I
also use the same database excel file in the envelope data merge.).
thoses column headings only will show in a window.

What you do is create one copy of your said document. leaving room for
the address info.

Then you just drag the header (Column) names in document in proper order.

The document use the headers to obtain the proper information in that
column. then when you go to next page, it shift down a row and reads again.

Once you place and save the position You can actually save additional
adresses in your database so long as the name does not change.
depending upon how you want to go about it. you can print separate
documents. or you can save separate pages in the document. An advantage
being to doing that is that you could then add an additional comment to
a given document.

--
------------------------------------------------------------------------
Phillip M. Jones, CET |LIFE MEMBER: VPEA ETA-I, NESDA, ISCET, Sterling
616 Liberty Street |Who's Who. PHONE:276-632-5045, FAX:276-632-0868
Martinsville Va 24112 |[email protected], ICQ11269732, AIM pjonescet
------------------------------------------------------------------------

If it's "fixed", don't "break it"!

mailto[email protected]

<http://www.kimbanet.com/~pjones/default.htm>
<http://www.kimbanet.com/~pjones/90th_Birthday/index.htm>
<http://www.kimbanet.com/~pjones/Fulcher/default.html>
<http://www.kimbanet.com/~pjones/Harris/default.htm>
<http://www.kimbanet.com/~pjones/Jones/default.htm>

<http://www.vpea.org>

 

[Phillip M. Jones, CE.T.]

That is certainly part of the problem!

I can't find a Text Import Wizard in any XL pulldown or even in Help


I can't get as far as merging. The problem is that Word sees the file
with the data as the main document and not as the data file.

Your going about it wrong.

close that document and open a new document. Then go to data merge and
select the document with the addreses as the data merge file.

--
------------------------------------------------------------------------
Phillip M. Jones, CET |LIFE MEMBER: VPEA ETA-I, NESDA, ISCET, Sterling
616 Liberty Street |Who's Who. PHONE:276-632-5045, FAX:276-632-0868
Martinsville Va 24112 |[email protected], ICQ11269732, AIM pjonescet
------------------------------------------------------------------------

If it's "fixed", don't "break it"!

mailto[email protected]

<http://www.kimbanet.com/~pjones/default.htm>
<http://www.kimbanet.com/~pjones/90th_Birthday/index.htm>
<http://www.kimbanet.com/~pjones/Fulcher/default.html>
<http://www.kimbanet.com/~pjones/Harris/default.htm>
<http://www.kimbanet.com/~pjones/Jones/default.htm>

<http://www.vpea.org>

 

[Beth Rosengard]

Hi Tiff,

I assumed that your original document had been created as a "Data Source"
document, but apparently that isn't the case. I then thought that it might
be corrupt, which is why I suggested copying all but the last paragraph
mark. I see now this isn't the case.

Word can't merge from an ordinary document that just contains a list of
addresses. The data has to be in a table with columns for each type of data
(name, street address, city, etc.). So either read Word's Help on how to
set up a Word doc as a Data Source or use Excel as others have suggested.
Either way, you're going to have to rework the data into a form that the
Data Merge Manager can recognize.

--
***Please always reply to the newsgroup!***

Beth Rosengard
MacOffice MVP

Mac Word FAQ: <http://word.mvps.org/Mac/WordMacHome.html>
My Site: <http://www.bethrosengard.com>