Re: Mail merge data base problems

anonymous_at_discussions.microsoft.com
Date: 05/21/04 

Date: Fri, 21 May 2004 10:22:08 -0700

OK. This is what I did.

I opened the .dot file, located the database. I converted
it to a "normal file". Saved as a .doc (which for some
reason it wouldn't let me do when it was mail merged!) I
relinked it back to the database, saved it and closed it.

When I re-opened the file, it didn't ask me for the
database anymore!

Now, it appears this has solved my other issue as well.
On the files I have done this to (I'll slowly do it for
all the files I use), the "find" command directly from
the toolbard works again!

It's going to suck having to re-save all my files, but
what can you do right?

Thanks for all your help. I think this may have solved
the problem. I guess because I don't modify any of the
documents I use, and we don't save what we print, they
weren't getting saved with the correct database. And even
the ones that I was saving still asked for the database
unless I removed it and re-merged the file, then saved.

Thanks again. At least I know I can come here for help if
needed again!!

Rachael
>-----Original Message-----
>> OK. When I choose file>new, the templates I need to use
>> aren't listed under any of the headings. That's why I
>> have to use file>open to open them.
>
>>From what you've said before, Word would typically
expect to find /your/
>templates under
>
>c:\Documents and Settings\<your user name>\Application
>Data\Microsoft\Templates\
>
>C:\Documents and Settings\ptorrxc\Application
Data\Microsoft\Templates
>
>If you copy one of your templates there you should be
able to find it under
>the General tab when you use File|New.
>
>> When I open the files, choose the database, and then
save
>> it, it still asks for the database when they start up.
>
>Unfortunately, at this point I don't understand why your
templates are not
>remembering the path correctly.
>
>> like you said, might be hard. However, I think that
would
>> help solve the problem. When I did that thing before
and
>> changed it to html, it specified the same location for
>> all the files I checked (I checked about 6) and the
>> database was in the location indicated. But that may be
>> because when I opened the file, I choose the location
of
>> the database. Is there any way to get that information
>> without opening the file and locating the database, to
>> see where it is before I link it up?
>
>I see you you discovered the way from your other
message. But editing and
>saving the .dot file in Notepad in the way you attempted
won't work
>unfortunately (nice try though :-) )
>
>> I can technically do anything to the template as long
as
>> it doesn't change how it looks, and as long as the mail
>> merge data works.
>
>How about trying the following:
> a. make a copy of your template (so you can get it back
if something goes
>wrong)
> b. open the template
> c. make the template a non-mail merge main document
(e.g. by clicking the
>leftmost button on the Mailmerge toolbar and selecting
Normal Word Document
> d. save and close the template
>
>If you now open your template, do you still get the
error messages?
>
>Let's assume you don't. Obviously this is not a good way
to solve the
>problem permanently because each time you open the
template (or create a new
>document based on it) you will have to connect to the
data source manually.
>I suppose it does mean that you avoid having to deal
with the error dialogs.
>But if that does work, it might be worth trying the
obvious next step:
>
> e. open the template again
> f. re-attach the template to the data source (and make
sure the template is
>the right kind of mail merge main document, again using
the leftmost button
>in the mailmerge toolbar)
> g. save and close the template
>
>See if that opens without problems. Obviously, the only
difference between
>this and what you have done before is that this time you
have
> - unlinked
> - saved & close
> - relinked
>
>rather than just
>
> - change the link
> - save and close
>
>but I think it is worth trying the thing as a two-step
process.
>
>--
>Peter Jamieson
>
>"Rachael" <anonymous@discussions.microsoft.com> wrote in
message
>news:fa8701c43e68$af220620$a301280a@phx.gbl...
>> OK. When I choose file>new, the templates I need to use
>> aren't listed under any of the headings. That's why I
>> have to use file>open to open them.
>>
>> When I open the files, choose the database, and then
save
>> it, it still asks for the database when they start up.
>>
>> I can technically do anything to the template as long
as
>> it doesn't change how it looks, and as long as the mail
>> merge data works.
>>
>> Now, finding out where the template thinks the data is,
>> like you said, might be hard. However, I think that
would
>> help solve the problem. When I did that thing before
and
>> changed it to html, it specified the same location for
>> all the files I checked (I checked about 6) and the
>> database was in the location indicated. But that may be
>> because when I opened the file, I choose the location
of
>> the database. Is there any way to get that information
>> without opening the file and locating the database, to
>> see where it is before I link it up?
>>
>> Thanks.
>>
>> >-----Original Message-----
>> >OK, I believe this means that the reason why you see
the
>> problem every time
>> >you open a /document/ is because it is actually
>> the /template/ that is
>> >connected to a file that either does not exist, or
that
>> it cannot connect
>> >to. To fix that, I think you will either have to
>> > a. modify the template or
>> > b. ensure the data source is exactly where the
template
>> expects it to be
>> >(and that may not be easy to determine).
>> >
>> >However, earlier you said the following
>> >
>> >> In terms of the template, I didn't create the
template,
>> >> it's government. And it always needs to be attached
to
>> >> the datasource. I work under a strict government
>> >> legislation which legislates which information has
to
>> be
>> >> on which form and we are not allowed to change it
>> >> (unfortunately). As well, because of the nature of
the
>> >> job, I have to send out these government forms with
>> every
>> >> piece of mail I send. I even have a legislation that
>> >> tells me what items HAVE to be on my fax covers
>> (there's
>> >> a list of about 20 items) (and we actually get in
>> trouble
>> >> if information is missing!!)
>> >
>> >so I'm not sure what leeway you have in terms of
>> altering the template.
>> >
>> >Technically, to alter the template, all you should
have
>> to do is open the
>> >..dot (using File|Open), get through the questions
about
>> the data source,
>> >provide the correct one, and do a File|Save. If you
have
>> already tried those
>> >exact steps and they did not work, perhaps there is
>> another way.
>> >
>> >While we're here, templates are intended to be used
in a
>> particular way in
>> >Word - the idea is that once you have created (or been
>> given) the template,
>> >you don't open it (using File|Open) - you use File|New
>> to select a template
>> >and create a new /Document/ (.doc) that is based on
it,
>> then save that (if
>> >you need to). That way, the template is proptected
from
>> certain kinds of
>> >accidental modification (e.g. you can't easily modify
>> the "boilerplate" text
>> >in the template without opening it, but you can add to
>> its list of
>> >autotexts).
>> >
>> >
>> >--
>> >Peter Jamieson
>> >
>> >"Rachael" <anonymous@discussions.microsoft.com> wrote
in
>> message
>> >news:f5f501c43dce$106d6aa0$a001280a@phx.gbl...
>> >> By George (ahem...Peter I mean!!)! I think we may
be on
>> >> to something here!!
>> >>
>> >> I tried that with one of my non-template files
(.doc)
>> and
>> >> it worked!!
>> >>
>> >> I browsed to the normal.dot, and saved it, and when
I
>> re-
>> >> opened it, it didn't ask me for the database!! Whoo
>> hoo!!
>> >>
>> >> Ok, I slowly can try that for all my .doc files.
>> >>
>> >> But what about the .dot files (my government ones)?
>> There
>> >> is no template link.
>> >>
>> >> Thanks for at least solving part of the problem!!
>> >>
>> >> Rachael
>> >>
>> >>
>> >>
>> >> >-----Original Message-----
>> >> >Going back a few steps, we another experiment you
can
>> >> try is this:
>> >> > a. open one of the .doc documents that has the
>> problem.
>> >> > b. go through all the steps necessary to reconnect
>> >> > c. use Tools|Templates and Add-ins to see what
>> template
>> >> the document is
>> >> >attached to. The name, or pathname, of the template
>> >> should be in the first
>> >> >textbox (what I previously called a field) to the
left
>> >> of a Browse...
>> >> >button. If that field is greyed out, your .doc is
>> >> actually a template. But
>> >> >assuming it is not, use the browse button to look
for
>> >> the Normal template
>> >> >and attach that instead.
>> >> > d. close the .doc
>> >> > e. re-open it. Do you still see the problem?
>> >> >--
>> >> >Peter Jamieson
>> >> >
>> >> ><anonymous@discussions.microsoft.com> wrote in
message
>> >> >news:f2fb01c43d9e$2c4282e0$a001280a@phx.gbl...
>> >> >> I got rid of "confirm conversion at open" and it
>> does
>> >> not
>> >> >> ask for the data source for the .htm version.
>> >> >>
>> >> >> Odd.
>> >> >>
>> >> >> I will try fiddling around and see if I can
change
>> >> >> anything. Maybe I'll try taking the mail merge
out,
>> >> >> saving the .dot as .doc and re-merging it, then
>> saving
>> >> >> it. Maybe that will help.
>> >> >>
>> >> >>
>> >> >> >-----Original Message-----
>> >> >> >> Any other ideas?
>> >> >> >
>> >> >> >None that are likely to lead straight away to
The
>> >> >> Answer, but just out of
>> >> >> >interest, if you uncheck Word
>> >> >> Tools|Options|General|"Confirm conversion at
>> >> >> >open", then open the .htm version of the file,
does
>> >> Word
>> >> >> still complain that
>> >> >> >it cannot find the data source?
>> >> >> >
>> >> >> >> Wow. That is quite neat! I wouldn't have
thought
>> of
>> >> >> doing
>> >> >> >> that.
>> >> >> >
>> >> >> >I got the idea from Cindy Meister.
>> >> >> >
>> >> >> >--
>> >> >> >Peter Jamieson
>> >> >> >
>> >> >> >"Rachael" <anonymous@discussions.microsoft.com>
>> wrote
>> >> in
>> >> >> message
>> >> >> >news:ed4401c43d0b$95317ec0$a001280a@phx.gbl...
>> >> >> >> Wow. That is quite neat! I wouldn't have
thought
>> of
>> >> >> doing
>> >> >> >> that.
>> >> >> >>
>> >> >> >> Here is what I got:
>> >> >> >>
>> >> >> >> <w:MailMergeQueryString>SELECT * FROM
>> C:\Documents
>> >> >> and
>> >> >> >> Settings\ptorrxc\My Documents\Rachael\Claimant
>> >> >> >> Information Data Base
>> 2.doc</w:MailMergeQueryString>
>> >> >> >> <w:MailMergeDataSource
>> >> >> >> HRef="C:\Documents and Settings\ptorrxc\My
>> >> >> >> Documents\Rachael\Claimant Information Data
Base
>> >> >> >> 2.doc"></w:MailMergeDataSource>
>> >> >> >>
>> >> >> >> I tried it with both the .doc files and
the .dot
>> >> files
>> >> >> >> (my government files), and both had the same
>> thing
>> >> >> >> written.
>> >> >> >>
>> >> >> >> I tried it with the one and only file I know
that
>> >> does
>> >> >> >> not ask me for the database each time, and it
was
>> >> the
>> >> >> >> same as well.
>> >> >> >>
>> >> >> >> Any other ideas?
>> >> >> >>
>> >> >> >>
>> >> >> >>
>> >> >> >> >-----Original Message-----
>> >> >> >> >Hello Rachael,
>> >> >> >> >
>> >> >> >> >OK, we're in danger of talking at cross-
purposes
>> >> here,
>> >> >> >> so for the moment I'm
>> >> >> >> >not going to try to answer all your questions
>> and
>> >> >> points.
>> >> >> >> >
>> >> >> >> >Can you please try to do the following:
>> >> >> >> > a. open one of the documents (.doc) that is
>> >> connected
>> >> >> >> to your data source.
>> >> >> >> >Assuming it has lost its data source in the
way
>> you
>> >> >> have
>> >> >> >> described,
>> >> >> >> >reconnect it to the data source. But don't
save
>> it,
>> >> >> and
>> >> >> >> don't do a merge.
>> >> >> >> > b. Click File|Save As, and use the "Save as
>> Type"
>> >> >> drop-
>> >> >> >> down list at the
>> >> >> >> >bottom of the dialog box to select the file
>> >> type "Web
>> >> >> >> Page (*.htm, *.html).
>> >> >> >> >The type a name such as myfile.htm in the
File
>> Name
>> >> >> box.
>> >> >> >> Notice where Word
>> >> >> >> >is saving this file, and click Save.
>> >> >> >> > c. Go into Word Tools|Options|General and
>> >> >> >> check "Confirm conversions at
>> >> >> >> >open".
>> >> >> >> > d. re-open myfile.htm (e.g. from the list of
>> >> recently
>> >> >> >> opened files in the
>> >> >> >> >Word FIle menu. You should see a dialog box
>> >> >> >> titled "Convert file". Select
>> >> >> >> >"Plain Text" and click OK.
>> >> >> >> > e. you should now see the "source code" of
your
>> >> >> >> document in HTML format. It
>> >> >> >> >won't look anything like your actual
document,
>> but
>> >> >> will
>> >> >> >> probably start
>> >> >> >> >
>> >> >> >> ><html xmlns:o="urn..."
>> >> >> >> >
>> >> >> >> >Look down the document about 30 lines or so
and
>> you
>> >> >> >> should see lines that
>> >> >> >> >show various pieces of information about the
>> mail
>> >> >> merge
>> >> >> >> data source, e.g.
>> >> >> >> >the lines starting
>> >> >> >> >
>> >> >> >> > <w:MailMergeMainDocType
>> >> >> >> > <w:MailMergeQueryString
>> >> >> >> >
>> >> >> >> >etc. Can you please tell us what the few
lines
>> >> after
>> >> >> >> >
>> >> >> >> > <w:MailMergeQueryString
>> >> >> >> >
>> >> >> >> >and
>> >> >> >> >
>> >> >> >> > <w:MailMergeDataSource
>> >> >> >> >
>> >> >> >> >say?
>> >> >> >> >
>> >> >> >> >And/or cut and paste these lines in a message
>> and
>> >> post
>> >> >> >> them here.
>> >> >> >> >
>> >> >> >> >I am expecting the MailMergeQueryString to
look
>> >> >> >> something like
>> >> >> >> >
>> >> >> >> >SELECT * FROM <the full path name of your
data
>> >> source
>> >> >> >> document>
>> >> >> >> >
>> >> >> >> >and the MailMergeDataSource to look lke
>> >> >> >> >
>> >> >> >> >HRef="the full path name of your data source"
>> >> >> >> >
>> >> >> >> >If there is a problem with the path name
being
>> too
>> >> >> long,
>> >> >> >> you may see that
>> >> >> >> >the name is truncated in one or the other of
>> those
>> >> >> >> texts. If neither is
>> >> >> >> >truncated, thepath name length probably isn't
>> the
>> >> >> >> problem.
>> >> >> >> >
>> >> >> >> >Finally,
>> >> >> >> >
>> >> >> >> >> In terms of the template, I didn't create
the
>> >> >> template,
>> >> >> >> >> it's government. And it always needs to be
>> >> attached
>> >> >> to
>> >> >> >> >> the datasource. I work under a strict
>> government
>> >> >> >> >> legislation which legislates which
information
>> >> has
>> >> >> to
>> >> >> >> be
>> >> >> >> >> on which form and we are not allowed to
>> change it
>> >> >> >> >> (unfortunately). As well, because of the
>> nature
>> >> of
>> >> >> the
>> >> >> >> >> job, I have to send out these government
forms
>> >> with
>> >> >> >> every
>> >> >> >> >> piece of mail I send. I even have a
>> legislation
>> >> that
>> >> >> >> >> tells me what items HAVE to be on my fax
>> covers
>> >> >> >> (there's
>> >> >> >> >> a list of about 20 items) (and we actually
>> get in
>> >> >> >> trouble
>> >> >> >> >> if information is missing!!)
>> >> >> >> >
>> >> >> >> >OK, it's clear that if you have to use a
>> specific
>> >> >> >> predefined template then
>> >> >> >> >if there is a problem with the template then
it
>> >> may be
>> >> >> >> impossible to solve
>> >> >> >> >unless someone is allowed to change it. But I
>> get
>> >> the
>> >> >> >> impression from what
>> >> >> >> >you have said that you are allowed to change
>> some
>> >> >> >> aspects of a template. For
>> >> >> >> >example, if the template is connected to a
data
>> >> >> source,
>> >> >> >> it will be connected
>> >> >> >> >to a specific file in a specific location in
>> your
>> >> >> >> folders. But if you have a
>> >> >> >> >typical WIndows configuration where your
>> documents
>> >> are
>> >> >> >> stored in My
>> >> >> >> >Documents, the full path name of /your/ "My
>> >> Documents"
>> >> >> >> folder will almost
>> >> >> >> >certainly contain some form of logon or user
>> name.
>> >> >> Since
>> >> >> >> that name will be
>> >> >> >> >different for each user, each user's copy of
the
>> >> >> >> template would either have
>> >> >> >> >to be a bit different, or would (probably)
have
>> to
>> >> >> have
>> >> >> >> a macro that would
>> >> >> >> >work out the full path name of the data
source.
>> >> >> >> >
>> >> >> >> >Peter Jamieson
>> >> >> >>
>> >> >> >>
>> >> >> >>
>> >> >> >
>> >> >> >
>> >> >> >.
>> >> >> >
>> >> >
>> >> >
>> >> >.
>> >> >
>> >
>> >
>> >.
>> >
>
>
>.
>

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