WD2000: Invalid Characters (Garbage) Merging Data File After Numbering Records

• Microsoft Word 2000

SYMPTOMS

After you number the records contained in your data file, when you merge your data file in a Word mail merge, Word may merge invalid characters (garbage) into your merged document.

CAUSE

This problem occurs when your data file contains either a LISTNUM or an AUTONUM field.

WORKAROUND

Use one of the following methods to number the records or labels.

Method 1: Use the Microsoft Word Numbering Feature

1. Open your data file.



2. Select the table column containing the LISTNUM or AUTONUM field and then press DELETE. This removes the LISTNUM or AUTONUM fields from your data file that you used for numbering each record (table row).
   
   NOTE: If you have other LISTNUM or AUTONUM fields contained in the data file, remove them also.



3. Select just the table cells that you want to contain a record number.



4. On the Format menu, click Bullets and Numbering.



5. On the Numbered tab, select the type of numbering you want and then click OK. Word should number each selected table cell.
   
   NOTE: If you want to modify the number format (for example, remove the period after the number), on the Numbered tab, select the number style you want and then click Customize to make changes to the number format.

Method 2: Manually Type the Record Number

1. Open your data file.



2. Select the table column containing the LISTNUM or AUTONUM field and then press DELETE. This removes the LISTNUM or AUTONUM fields from your data file that you used for numbering each record (table row).
   
   NOTE: If you have other LISTNUM or AUTONUM fields contained in the data file, remove them also.



3. Position the insertion point in the table cell you want to number, and then type in the record (row) number.



4. Repeat step 3 for each table row you want to number.

Method 3: Use Merge Record #

1. Open your data file.



2. Select the table column containing the LISTNUM or AUTONUM field and then on the Table menu, click Delete Columns. This removes the table column that contained your record numbers (the LISTNUM or AUTONUM fields).



3. Save and close your data file.



4. In your mail merge main document, position your insertion point where you want the record number to appear.



5. On the Mail Merge toolbar, click Insert Word Field and then click Merge Record #.



6. Repeat steps 4-5 for each location that you want the record number to appear (for example, on each label).

STATUS

Microsoft has confirmed this to be a problem in the Microsoft products listed at the beginning of this article.

Additional query words:

Keywords          : kbdta kbfield kbmerge wd2000 
Version           : WINDOWS:2000
Platform          : WINDOWS 
Issue type        : kbbug 

Last Reviewed: June 11, 1999