Mail merge datasources aren't staying linked

[KathieC]

When I create a document that uses mail merge feature and save it to our
office shared drive so that other users can use and share the information
we're finding the datasources aren't visible or accessible to the other
users.
Seems when we save it, it should stay intact! Please help (I'm sure it's a
simple solution - even obvious...).

 

[Peter Jamieson]

So I can have a better look...
a. which version of Word?
b. what is/are the data source(s)? Are people trying to use the same data
source at the same time?
c. what kind of network do you have (e.g. workgroup, based on Windows 2003
Server,...)?
d. Can you spell out exactly what happens when someone tries to open a mail
merge main document?
e. Do you use your own templates (.dot/.dotx/.dotm) as the basis for new
Mail merge main Documents, or start from .doc/.docx/.docm fiels?

 

[KathieC]

Thank you for responding - I will do my best to answer your questions....
a. it's the most recent version of Word (whatever comes with Vista - not at
that computer right now!)
b. the data source/s were created in the mail merge feature (not a separate
spreadsheet) and another is a separate spreadsheet - so we have both cases;
people are not attempting to use simultaneously
c. the files are created locally then saved to a shared drive on our file
server
d. the message we receive when attempting to open a mail merge doc from the
shared drive that someone else created is: error has occurred: the microsoft
access database engine could not find the object 'office address list'. make
sure the object exists and that you spell its name and the pass name
correctly. - we then click OK...then we get the message - EEF9F489 is a mail
merge main document Word cannot find its datasource - when we click Find
DataSource, we're unable to locate the datasource since it was created within
the document...
e. we create the documents (don't use templates)

thanks!
kathie

 

[Peter Jamieson]

OK, it sounds to me as if you are using Word 2007, and there are problems in
this general area with certain types of data source (e.g. .docx documents).

However, when you create an Office Address List (OAL) in Word's MailMerge
facility, at a certain point you do have to save it (it's a .mdb file). I
wonder if the .mdb is being saved to the network? Obviously if it is being
saved to a local drive, or perhaps to the default folder, which is "My Data
Sources" under the user's Documents folder, and would also be inaccessible
by other users even if the creating user's folders are located on the
network.

Here, Mail Merge Main documents attached to OALs on the network open without
problems (i.e. you see the usual question about SQL). I am using Vista 64
SP1 with Word 2007 SP1 attached to a Windows 2003 server. I don't think the
fact that both are SP1 is relevant but is is possible. I also do not have
problems connecting to an Excel data source.

Finally, there are always two general (potential) problems when using data
sources on the network
a. the users do not have the necessary permissions to access the data
source (this is a tricky area which I cannot say I fully understand)
b. if you use drive letters that are mapped to network shares, you have to
map to the same shares using the same letters on all the user PCs.

 

[KathieC]

Thank you so much! I knew it must be ridiculously simple! It had not even
occured to me that the issue could be the OAL! Makes perfect sense that it
must be our problem....we will attempt to fix with that in mind then move
through the rest of what you mentioned if that is unsuccessful....
Thank you again!
Kathie