WD2000: Mail Merge Main Document Cannot Find Data Source

• Microsoft Word 2000

SYMPTOMS

When you create a mail merge main document and attach it to an Outlook 97 (or Schedule+) data source, the link to the data source is lost when you close Word. When you restart Word and open the mail merge main document, one of the following error messages may appear:

If you are using Outlook 97 as your data source:

<main document file name> is a mail merge main document. Word cannot find its data source, ~~~_virtual_file_~~~.olk.

If you are using Schedule+ as your data source:

<main document file name> is a mail merge main document. Word cannot find its data source, ~~~_virtual_file_~~~.scd.

CAUSE

When you attach an Outlook 97 (or Schedule+) data source, Word converts the contact list and creates a temporary copy of the file in table format called ~~~_virtual_file_~~~.olk (~~~_virtual_file_~~~.scd).

This behavior is to prevent you from accidentally overwriting the original Outlook 97 (or Schedule+) contact list with a format not recognized by Outlook 97 (or Schedule+). Because this file is a temporary file, it is deleted when you quit Word.

WORKAROUND

To work around this problem, use either of the following methods.

Method 1: Use this method when the error appears.

1. Click Options in the Error dialog box, and then click Remove Data/Header Source.



2. With the document open, click Mail Merge on the Tools menu.



3. In the Mail Merge Helper, click Get Data, click Use Address Book, select Outlook Address Book (or Schedule+ Contacts), and then click OK.
   
   This creates a new virtual file, based on the current contact list information.
   
   NOTE: You need to repeat these steps each time that you restart Word and open the mail merge main document attached to this data source.

Method 2: From Microsoft Outlook 97, export the file as either .csv or .tsv.

1. On the File menu, click Import and Export.



2. Select Export to a file and click Next.



3. Select the folder you want to export from (for example, select the Contacts folder), and click Next.



4. In the Create a file of type list, select either Comma Separated Values (Windows) or Tab Separated Values (Windows), and then click Next.



5. Type the full path and file name for the new file in the Save exported files as box, and click Next.
   
   -or-
   
   Click the Browse button and move to the folder to which you want to save the exported file. Type a name for the file, click OK, and then click Next.



6. Click Map custom fields, select the default map, and then click OK.



7. Click Finish.

Method 3: From Schedule+, export the contact list as a text file.

1. Start Schedule+.



2. On the File menu, click Export, and then click Text.



3. In the Text Export Wizard, choose Contact List, and then click Next.



4. Select the field delimiter and the character that you want to use to surround your fields, and then click Next.



5. Select each field that you want to export, and then click the Add button. If you want to export all the fields, click the Add All button. Click Next.



6. Type a name for the file that will contain the exported data, and then click Finish.
   
   NOTE: If the ODBC drivers are installed, Word attempts to use the Text ODBC driver when you attach the data source. To prevent an error message such as the following:

   Open Database Connectivity Error: <fieldname> isn't a valid name

   select the data source, click to select the Select Method check box, and then click Open. Click Text Only. (If Text Only is not in the list, click Show All, and then select Text Files.) Word will use its own text converter.

STATUS

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

Additional query words: schedule + pab contact list virtual data outlook97

Keywords          : kberrmsg kbinterop kbdta wd2000 
Version           : WINDOWS:2000
Platform          : WINDOWS 
Issue type        : kbbug 

Last Reviewed: July 15, 1999