data source for mail merge..Excel?

[steve4454]

I would be interested in finding out if anyone can think of any objections
to using an Excel sheet as a source of data that could be used in a Word XP
mail merge. I have preferred using Excel because I find it easier to enter
data, modify data, add fields, etc. While I know it works using Excel, I
wonder if anyone can see some potential problems using Excel and why I would
be better off doing the data entry from within Word.

Does the choice come down to a purely subjective one of using whatever
method you prefer???

TIA.

 

[Suzanne S. Barnhill]

There's nothing wrong with using Excel as a data source and many good
reasons for doing so. Note that there are some caveats if you're using Word
2002: using the default OLEDB method of connecting with Excel, you won't get
number formatting. You can work around this either by adding a numeric
picture switch to the merge field or by connecting using DDE to connect. For
more, see http://homepage.swissonline.ch/cindymeister/MM2002/MM2002.htm

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[steve4454]

Thank you. I will check it out.

There's nothing wrong with using Excel as a data source and many good
reasons for doing so. Note that there are some caveats if you're using Word
2002: using the default OLEDB method of connecting with Excel, you won't get
number formatting. You can work around this either by adding a numeric
picture switch to the merge field or by connecting using DDE to connect. For
more, see http://homepage.swissonline.ch/cindymeister/MM2002/MM2002.htm

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Cindy Meister -WordMVP-]

Hi Steve4454,

Every data source has pros and cons - things it does very well or doesn't do
well in connection with mail merge.

On the whole, Excel is quite good. Sometimes you have to try the four various
connection methods if you run into a problem. But in the end, one of the four
will normally do the trick.

Excel sources seem to be the most "sensitive" to damage in the Word document.
And an Excel file can also be damaged. In both cases, this can result in
incorrect data coming across. I'm not aware this issue exists for any other
data source.

You also need to be aware that some characters, such as "new lines", may not
come across the merge link the way you wish.

I would be interested in finding out if anyone can think of any objections
to using an Excel sheet as a source of data that could be used in a Word XP
mail merge. I have preferred using Excel because I find it easier to enter
data, modify data, add fields, etc. While I know it works using Excel, I
wonder if anyone can see some potential problems using Excel and why I would
be better off doing the data entry from within Word.

Does the choice come down to a purely subjective one of using whatever
method you prefer???

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jan 24 2003)
http://www.mvps.org/word

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

 

[steve4454]

So far the main problem is the way some of the numbers and dates don't
retain their original formatting, which S. Barnhill previously mentioned. I
am looking into how to adjust for that.

What are the four methods? Excel, Access, Word's own data source, and ????

 

[Cindy Meister -WordMVP-]

Hi Steve4454,

So far the main problem is the way some of the numbers and dates don't
retain their original formatting, which S. Barnhill previously mentioned. I
am looking into how to adjust for that.

What are the four methods? Excel, Access, Word's own data source, and ????

No, the four different methods for connecting to EXCEL data are:

DDE
ODBC
Word's internal spreadsheet converter
OLE DB (Word 2002 only)

Only DDE will bring across the formatting as you see it in Excel (or Access).
You can choose the method you want to use by activating "Confirm conversions
on open" in Tools/Options/General.

Note that you may want to search the Knowledge Base on microsoft.com on the
terms "mail merge" & "DDE" just to get an overview of *possible* problems you
could encounter.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jan 24 2003)
http://www.mvps.org/word

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

 

[steve4454]

Thanks a lot!!

Hi Steve4454,

No, the four different methods for connecting to EXCEL data are:

DDE
ODBC
Word's internal spreadsheet converter
OLE DB (Word 2002 only)

Only DDE will bring across the formatting as you see it in Excel (or Access).
You can choose the method you want to use by activating "Confirm conversions
on open" in Tools/Options/General.

Note that you may want to search the Knowledge Base on microsoft.com on the
terms "mail merge" & "DDE" just to get an overview of *possible* problems you
could encounter.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jan 24 2003)
http://www.mvps.org/word

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