Excel to Word Merge probelm

[Sheila]

I update monthly an Excel 2000 spreadsheet with 45 columns and about 1000
rows, and merge the new data into a Word 2000 document. This month I added a
new column to the spreadsheet and when I did the merge, several of the data
fields were placed in the wrong position in the merged document. For
example, the data from column headed AR merged into the position that should
contain data from BF. This was not just data from the new Excel column.

I tried repositioning the new data column within the spreadsheet and also
deleting it, so that only the columns I had worked with in previous months
were included. Same result, with some mail merge fields containing incorrect
data.

There have been no updates to the software in the prior month and I am at
rather a loss to know where to look next. I'd appreciate any help.

Thanks.

 

[Peter Jamieson]

Did you go through the process of attaching the data source again? Sometimes
Word becomes confused if you do not.

Peter Jamieson

 

[Sheila]

I did create a subset of the main Excel file, containing the new data column,
renamed it, and then referenced this new file when doing a mail merge from
the original Word mail merge document into which I had inserted the new merge
field.

Is this what you mean by "attaching" the source file?

I had similar results with the subsequent merged document - data placed in
the wrong positions.

Sheila

 

[Peter Jamieson]

Is this what you mean by "attaching" the source file?

Yes, in essence I mean that you go through the "open Data Source" dialog
box.

Unfortunately I'll be unavailable for a while so won't be able to follow
this up, but the only other possibility I can think of is that you may have
problems if there are any double-quote characters in your data.

One other thing you could try when you select your data source is checking
the "Select method" checkbox and try one of the other options for connecting
to Excel spreadsheets - in Word 2000 you are probably using the default
method ("DDE") but you may see "via Converter" and "ODBC". Unfortunately,
there are drawbacks to each method - e.g. you may find that you have to add
numeric and date switches in your Word fields to get the results you want.

Peter Jamieson

 

[Sheila]

Thank you for your help, Peter. I will follow your suggestions. I have been
meaning to transfer the data to Access for some time now. Perhaps this is
the time to do so!

Again, thank you.....

sheila

 

[Graham Mayor]

Access and Excel share the same issues when it comes to interfacing with
Word for the purpose of mail merge. See if
http://www.gmayor.com/mail_merge_labels_with_word_xp.htm helps cover the
bases.

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Graham Mayor - Word MVP


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