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#1
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Excel to Word Merge probelm
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. |
#2
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Did you go through the process of attaching the data source again? Sometimes
Word becomes confused if you do not. Peter Jamieson "Sheila" sconroy.at.compuserve.com wrote in message ... 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. |
#3
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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" wrote: Did you go through the process of attaching the data source again? Sometimes Word becomes confused if you do not. Peter Jamieson "Sheila" sconroy.at.compuserve.com wrote in message ... 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. |
#4
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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" sconroy.at.compuserve.com wrote in message ... 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" wrote: Did you go through the process of attaching the data source again? Sometimes Word becomes confused if you do not. Peter Jamieson "Sheila" sconroy.at.compuserve.com wrote in message ... 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. |
#5
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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 "Peter Jamieson" wrote: 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" sconroy.at.compuserve.com wrote in message ... 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" wrote: Did you go through the process of attaching the data source again? Sometimes Word becomes confused if you do not. Peter Jamieson "Sheila" sconroy.at.compuserve.com wrote in message ... 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. |
#6
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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_lab...th_word_xp.htm helps cover the bases. -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org Sheila wrote: 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 "Peter Jamieson" wrote: 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" sconroy.at.compuserve.com wrote in message ... 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" wrote: Did you go through the process of attaching the data source again? Sometimes Word becomes confused if you do not. Peter Jamieson "Sheila" sconroy.at.compuserve.com wrote in message ... 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. |
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