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  1. #1
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    Word XP Mail Merge and Excel (XP)

    I'm posting for a friend. She is working on a 'mail merge' to a Word Document. The datasource is an Excel spreadsheet. The merge is working OK, but she wants to change the datasource for a second merge. She is unable to find where she can change the datasource - no dialogue box is given, no tool bar shows. Help?

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    Re: Word XP Mail Merge and Excel (XP)

    Here's three ways (the last is easiest)...

    1) Open the mail merge document.
    2) Bring up the mail merge toolbar. (View > Toolbars)
    3) Click the Open Data Source button.
    4) Choose the new data source.

    1) Open the mail merge document.
    2) Open the task pane (View > Task Pane)
    3) Change task pane to Mail Merge.
    4) Choose "Select Different List".

    1) Open the mail merge document.
    2) Choose Mail Merge Wizard (Tools > Letters and Mailings)
    3) Choose "Select Different List" from the Task Pane

    -Lenny

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    Re: Word XP Mail Merge and Excel (XP)

    LennyJo:

    We tried to do that, but it still won't let her do it. Using the wizard - the option doesn't even appear.
    Would the easiest thing to do be start all over? (A pain, but somehow better than the torture we're going through now.)

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    Re: Word XP Mail Merge and Excel (XP)

    Deborah, are you positive the document she's opening is a Mail Merge main document? If it is, Word automatically recognizes it and allows the opening of a new data source.

    On the other hand, many users complete a mail merge, save the resulting merged document(s), but fail to save the actual mail merge main document itself. That is the document that contains the fields. The merged documents are not recognized by Word as mail merge documents because they don't include fields, but just data in place of the fields.

    Can you see the merge fields and the field's code in her document?

    -Lenny

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    Re: Word XP Mail Merge and Excel (XP)

    Lenny:

    Yes it is the main document and you can see the fields - at least that is what she tells me. I'll double check with her on this. But, she's been running merges for a long time with no issue, only on this document. I know her tech support was putting on the latest set of patches after we had all this fun. Could something have been 'amiss' and the patch will take care of it? I haven't spoken to her since the service pack was applied.

    Debbie

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    Re: Word XP Mail Merge and Excel (XP)

    Hmmm. It could be another problem, what does Word say when you click the Open Data Source button? I'd still verify the fields existance first to get the simplest possiblities out of the way.

    1) In the document, click the Highlight Merge Fields button on the Mail Merge toolbar. That shades all true fields. Did they shade? If there is no shading, there is no fields.

    2) In the document, Cntrl+A and then Shift+F9. This selects all content and then toggles the fields to reveal thier code. If there is no code, there is no fields. (Shift+F9 toggles it back)

    If those don't reveal the problem, she can do this with the document.

    3) In the document, Cntrl+F4 and then Cntrl+n. This closes the file and starts a new document so she can start over. <img src=/S/rofl.gif border=0 alt=rofl width=15 height=15> (Just kidding)

    Seriously, if there are truly fields in the document and Word isn't recognizing them, I'd investigate some sort of corruption or just start it over and see if the problem repeats.

    -Lenny

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    Re: Word XP Mail Merge and Excel (XP)

    LOL!

    I think that may be the best solution.

    I have a copy of the document, and the CtrF9 does toggle the fields. I think something else is cacked. It's short enough, it's easier to redo than spend all this time on it.

    Thanks for all your help (and sense of humor)

    Debbie

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