[office2003] remove mail merge link

Question

Hello,

I previously had Office 97 with which I created letters with a similar layout for a number of recipients. I set up a template Word document and an Excel list, and I linked these two documents. I modified the letter as needed and printed it out.

To avoid changes to the letter in case an item is added to the list, or to allow the letter to be sent to someone without access to the Excel file, I would revert the Word document to a normal document.

Now I "benefit" from Office 2003 and if I follow the Microsoft procedure http://office.microsoft.com/fr-fr/word/HP051875761036.aspx?pid=CH060832701036, when I reopen the document created from my template, I still see the reference to "from sql," which makes me think that the link still exists. Moreover, when I print, it shows the field names instead of the content.

I also tested merging to a new document from my template, but when I reopen it, the reference "from sql etc." is still present.

I searched online but haven't found any solutions yet. If you have any, I admit that it would really take a huge burden off my shoulders.

Thanks in advance

Configuration: Windows XP Firefox 2.0.0.4

m@rina · Answer

Hello,

The procedure given in the KB that you referenced is absolutely correct... I don't understand your problem. I’ve always done it this way and you automatically lose the connection with the database. This is the procedure when the document is open.

If the document is closed, the SQL message appears upon opening, if you answer NO, it turns into a normal doc.

In either case, don’t forget to save.
Where your problem may lie is that apparently your mail merge document is a template. If you create a new document from this template, the modification won't be saved. So, you need to open the template and not a document based on the template.

When you say that when you print the file, you have fields instead of content. That seems normal to me, since the document is not merged, there is no “content”...

m@rina

djails · Answer

You were right; I start from a template, meaning the main document is a template because it serves over time.

Then the procedure is to create a new document, the template in question, placing it on the item (recipient) that I need, converting it into a normal Word document, saving it, making adjustments for the recipient, and printing it.

This method worked very well with 97 and seems not to work on 2003.

If I understand correctly, I need to break the link with the template, which doesn't suit me since it doesn't match my needs. Perhaps there is another way to proceed, but for now, I haven't found it. I must say that since Monday when Office 2003 arrived, I haven't been able to spend all my time on it :) I smile, but actually, no, because if I have to go back to manually entering addresses and all that stuff, I think we won't have made any progress, and I will ask to revert to WordPerfect :(

djails · Answer

I currently have a possibly flawed lead on my problem,

a small macro that merges the current record and restores normal.dot.

The problem is that it leaves the document created from the template open, which poses a risk of modifying the template upon closing the new document.

m@rina · Answer

Hello,

Actually, I didn't fully understand your technique.
So, what is the advantage of making the main document a dot, since the final document is the merged document, and in principle, the main document is not modified. If you want to protect it, you could simply put a password for modifications, and the user could open it in read-only mode.

m@rina

m@rina · Answer

I wonder if you really do merges... Because a merged document does not retain the protection of the main document...  m@rina

djails · Answer

Regarding the protection, I usually don't do that since I use templates. I did a quick test earlier following your suggestion.

I will retest on Monday because I don't have Word here, but unless I'm mistaken, I followed the procedure to merge into a new document. However, it needs to be confirmed because with 97, I didn't use "merge" but "save as." In which case, I would indeed have the protection again, that's for sure.

So, another test on Monday. In any case, thank you for the insights.

m@rina · Answer

Good evening!

That's exactly what I thought, and everything finally makes sense! ;))
I had already gotten a hint when you told me that you only printed codes, which seemed completely normal to me.

I think that if you do a merger (a real merger), there won't be any more issues...
Depending on whether they are less advanced users, we can even automate the thing.

m@rina

djails · Answer

I was indeed supposed to indicate this afternoon that I was taking advantage of a "loophole" that lasted at least until '97, but I was called away to other adventures ;)

But this loophole had the advantage, at little cost and effort, of meeting my needs, so I will think about a different approach because I know that "we have always done it this way," but maybe we can change in a simple way.

With that, good night.

djails · Answer

Hello,

As I continue my work on the use of mail merge, a new problem has arisen.

Indeed, as I mentioned, my main document constitutes the general "architecture" of the documents produced thereafter.

The customizations made to these documents come from the merge (address, constant data, etc.) but also from a certain number of variable data entered manually at specific locations. To easily locate these spots during entry, I used the Ctrl F9 function and then navigated with F11, however, when I merge into a new document, ALL fields, including these, disappear.

One possibility is to work without saving, but I find that unsatisfactory, even though there are automatic backups, my anxious nature ;) prefers "permanent" saving (especially since sometimes you have no choice about saving if you haven't finished, for example).

Do you see any other solutions?

m@rina · Answer

Hello,  You can insert ASK and/or FILLIN fields.  m@rina

m@rina · Answer

Re...  You need to combine all of this with IF fields.  {IF bookmark = "toto" "blablabla" ""}  I could help you more if I had more information!!! :D))  m@rina

djails · Answer

I hope I don’t forget anything:

Objective: sending documents to different recipients.
These documents consist of a common template that is customized in various ways
- inserting constant data such as addresses for example
- inserting and modifying data specific to the recipient (allocated amount, phrase that needs to be included justifying this or that...), these modifications are made by the user (I don’t know the exact number of modification fields and it depends on the type of document, but I would say at least 40)

It is necessary to save the file, but also to break the link with the database.

I forgot to mention, about 80 documents each time

That’s a summary of my problem that 97 addressed, apparently using the mailing device outside the "rules" but it worked relatively simply despite some hiccups that can always happen. Now it is getting complicated, at least in terms of ergonomics, at least where I am in my research.

m@rina · Answer

Good evening,

Some questions before continuing:

1) All variables are in a database, I suppose?

2) And when you talk about "inserting constant data like addresses for example," is that therefore not specific to each recipient?

Consequently, if I understand correctly:
- The constant elements of the standard letter (main document) can be modified with each send
- This main document will be merged with the data from the database

So that I don’t go any further, let me know if I understood correctly.

m@rina

djails · Answer

Hello,

regarding question 1) if by variable you mean addresses, etc., then yes, they are stored in a database. However, the other data specific to a type of mail or document are not in a database and require manual entry. To make this entry, I have used "tags or markers" by pressing ctrl F9, which I believe are fields. This allows us to know where to make basic modifications without necessarily re-reading the entire letter.

As for question 2) yes, it is a constant data point but for the recipient, so it changes with each recipient. This data is in the Excel database, with which I want to break the link to also send the document outside, in case of modifications to the database, etc.

So I might not have expressed myself well because everything wasn't clear.

But to reiterate your conclusion:
- Yes, each template letter is modified and personalized with elements that are not in a database.
- The main document is merged with data from the database, but one letter at a time due to the personalization.

I hope this clarifies things for you.

[office2003] remove mail merge link

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