merge data

[r.zilliox]

I set up an excell file as a data source for a set of form letters I
use. It work well the first time but the second time I open the form
letter it tries to convert the excell file to a word file. I add new
data to the excell file all the time so this is a proble. Do I have
something set wrong. I used to do this all the time with my pc with
no problem.
Thanks
Ralph

 

[Elliott Roper]

I set up an excell file as a data source for a set of form letters I
use. It work well the first time but the second time I open the form
letter it tries to convert the excell file to a word file. I add new
data to the excell file all the time so this is a proble. Do I have
something set wrong. I used to do this all the time with my pc with
no problem.

Excel makes an excellent data source for Word mail merge operations.
Use data merge manager in Word.
Select the Excel file as the data source.
Optionally, select a subset of the Excel rows in the merge » query
options dialogue

Of course the column headings in the Excel file have to match the
MERGEFIELD names in the Word doc's field specifications.

 

[Salmon Egg]

Excel makes an excellent data source for Word mail merge operations.
Use data merge manager in Word.
Select the Excel file as the data source.
Optionally, select a subset of the Excel rows in the merge » query
options dialogue

Of course the column headings in the Excel file have to match the
MERGEFIELD names in the Word doc's field specifications.

I used to print out labels for a mailing for an organization. IIRC when
Excel 3 or 4 was in vogue, it was easy to make labels. Then, a new improved
version of Exell cam along and nothing was ever the same again.

Every time I tried to make labels was an adventure. Instructions were
misleading and even wrong.

I finally used the data from Excel and Excel functions to make three across
labels on Avery stock. Each data entry used one line. I could format
addresses into three lines. Six lines were used for three labels. I could
keep track of where data was so that the labels and data would stay in
synch. Another way would be to put blank lines between records.

Doing all that was easier than trying to figure out how to do it the MS
way.

BAH!

 

[John McGhie]

Oh, OK... Well don't allow us to interfere. If you want to mess it up,
feel free

But the process you just described is massively more complex than doing it
the correct way

I used to print out labels for a mailing for an organization. IIRC when
Excel 3 or 4 was in vogue, it was easy to make labels. Then, a new improved
version of Exell cam along and nothing was ever the same again.

Every time I tried to make labels was an adventure. Instructions were
misleading and even wrong.

I finally used the data from Excel and Excel functions to make three across
labels on Avery stock. Each data entry used one line. I could format
addresses into three lines. Six lines were used for three labels. I could
keep track of where data was so that the labels and data would stay in
synch. Another way would be to put blank lines between records.

Doing all that was easier than trying to figure out how to do it the MS
way.

BAH!

--
Don't wait for your answer, click here: http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
http://jgmcghie.fastmail.com.au/
Nhulunbuy, NT, Australia. S12.22.1918,E136.99.5392
+61 4 1209 1410, mailto:[email protected]

 

[Salmon Egg]

But the process you just described is massively more complex than doing it
the correct way

Probably so.

At this point, I, rather than an employer, pay for my software. It may well
be that MS has finally published a clear set of unambiguous set of mailing
label (data merge) instructions. I do not update my software every time MS
adds new features along with their new bugs. I have not looked for improved
instructions. I will probably never have to do that again in my
lifetime--but who knows.

The sure-fire way for MS to get my trivial amount of repeat Office business
is to come out with a version of Office with NO new features and with less
than 10% of the current number of bugs along with lucid instructions.

Bill

 

[John McGhie]

Next time you are close to a copy, have a play with Word 2004.

It's pretty close, and the Help is much improved.

I think we can safely predict another major improvement in the Help in
Office 2008

Probably so.

At this point, I, rather than an employer, pay for my software. It may well
be that MS has finally published a clear set of unambiguous set of mailing
label (data merge) instructions. I do not update my software every time MS
adds new features along with their new bugs. I have not looked for improved
instructions. I will probably never have to do that again in my
lifetime--but who knows.

The sure-fire way for MS to get my trivial amount of repeat Office business
is to come out with a version of Office with NO new features and with less
than 10% of the current number of bugs along with lucid instructions.

Bill

--
Don't wait for your answer, click here: http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
http://jgmcghie.fastmail.com.au/
Nhulunbuy, NT, Australia. S12.22.1918,E136.99.5392
+61 4 1209 1410, mailto:[email protected]

 

[Peter Jamieson]

Are you using Mac Word or are have you posted in this Mac group by accident?

If you are using Windows Word (particularly versions older than Word 2003)
then this can happen if, for example
a. you choose to use the "Excel converter" method to open your data source
b. you edit the Excel data using the facilities within Word Mailmerge
c. when you save and close your Word document, Word asks if you want to
save the data source. If you do, Word saves it as a Word .doc file but with
a .xls extension.

I do not know if the same thing /can/ occur on Mac Word. With Word 2004, I
am not offered any choices about how WOrd should open the Excel data file -
probably because Word can only use one method to do it - and the edit button
in the Data Merge Manager is greyed out (i.e. I am expected to maintain the
data using Excel). I do not know whether there are other options in earlier
versions of Mac Word.

 

[r.zilliox]

Are you using Mac Word or are have you posted in this Mac group by accident?

If you are using Windows Word (particularly versions older than Word 2003)
then this can happen if, for example
a. you choose to use the "Excel converter" method to open your data source
b. you edit the Excel data using the facilities within Word Mailmerge
c. when you save and close your Word document, Word asks if you want to
save the data source. If you do, Word saves it as a Word .doc file but with
a .xls extension.

I do not know if the same thing /can/ occur on Mac Word. With Word 2004, I
am not offered any choices about how WOrd should open the Excel data file -
probably because Word can only use one method to do it - and the edit button
in the Data Merge Manager is greyed out (i.e. I am expected to maintain the
data using Excel). I do not know whether there are other options in earlier
versions of Mac Word.

I am using Office 2004 for mac and I set up a new form letter in Word
and merged it with a new Excel file that I just set up for that form
letter. I need to add new information to the
Excel file every day but what is happening is that the next time I
open the form letter after I merged it, it converts the Excel file to
a word file and then I can't use my data file in Excel again because
it does not recognize it as a valid file. Am I doing something wrong,
is there setting I need to change or is this just the way office for
mac works. I have used the same process on my pc with word 2003 and
it does not convert the Excel file to a word file.
Thanks
Ralph

 

[Peter Jamieson]

Can you list the exact sequence of steps you use to set up the mail merge
main document?

 

[John McGhie]

In a data merge, there are three documents involved:

1) The Main Document

2) The Data Source

3) The Output Document(s)

To begin a new merge, you must ensure you open the MAIN document, not the
Output document. The output documents have no active components in them, hey
are one-shot, output only.

If you re-run the merge from the Main Document, it will create new output
documents for you.

If you then Save the main document, it will store where the Data Source is
for next time (provided you have not moved it or changed its name).

Cheers

I am using Office 2004 for mac and I set up a new form letter in Word
and merged it with a new Excel file that I just set up for that form
letter. I need to add new information to the
Excel file every day but what is happening is that the next time I
open the form letter after I merged it, it converts the Excel file to
a word file and then I can't use my data file in Excel again because
it does not recognize it as a valid file. Am I doing something wrong,
is there setting I need to change or is this just the way office for
mac works. I have used the same process on my pc with word 2003 and
it does not convert the Excel file to a word file.
Thanks
Ralph

--
Don't wait for your answer, click here: http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltd
http://jgmcghie.fastmail.com.au/
Nhulunbuy, NT, Australia. S12.22.1918,E136.99.5392
+61 4 1209 1410, mailto:[email protected]

 

[r.zilliox]

In a data merge, there are three documents involved:

1) The Main Document

2) The Data Source

3) The Output Document(s)

To begin a new merge, you must ensure you open the MAIN document, not the
Output document. The output documents have no active components in them, hey
are one-shot, output only.

If you re-run the merge from the Main Document, it will create new output
documents for you.

If you then Save the main document, it will store where the Data Source is
for next time (provided you have not moved it or changed its name).

Cheers




--
Don't wait for your answer, click here:http://www.word.mvps.org/

Please reply in the group. Please do NOT email me unless I ask you to.

John McGhie, Consultant Technical Writer
McGhie Information Engineering Pty Ltdhttp://jgmcghie.fastmail.com.au/
Nhulunbuy, NT, Australia. S12.22.1918,E136.99.5392
+61 4 1209 1410, mailto:[email protected]

Thanks to all!
It works
Ralph