WD2000: Unable to Open Data Source Using MS Query

ID: Q211191

The information in this article applies to:

SYMPTOMS

When you try to use Microsoft Access as a data source in MS Query (Microsoft Query), the following error message may appear:

Word was unable to open the data source.

NOTE: This problem may occur when you use a Microsoft Access query or table.


CAUSE

This problem occurs when Word generates an SQL string longer than 255 characters.


WORKAROUND

To work around this problem, either limit your query (Method 1) or don't use MS Query (Method 2).

Method 1: Limit Your Query

To use Microsoft Access as a data source in Word, follow these steps:
  1. Click OK to the error message "Word was unable to open the data source."


  2. If you are using a Microsoft Access database as a data source in a Word mail merge, in the Mail Merge Helper (on the Tools menu, click Mail Merge), click Get Data, and then click Open Data Source.

    -or-

    If you are inserting a database in a Word document, in the Database dialog box (on the Database toolbar, click Insert Database), click Get Data.

    NOTE: To access the Database toolbar, on the View menu, point to Toolbars, and then click Database.


  3. In the Open Data Source dialog box, click MS Query.


  4. In the Choose Data Source dialog box, select MS Access Database, and then click OK.

    NOTE: Make sure the Use the Query Wizard to create/edit queries check box is selected. This check box is selected by default.


  5. In the Select Database dialog box, select the Microsoft Access database file that you want to use, and then click OK.


  6. In the Query Wizard - Choose Columns dialog box, in the Available tables and columns list, expand the table or query that you want use. Then select and add just the columns that you want to include in your query.


  7. In the Query Wizard - Filter Data dialog box, filter the data to specify which rows to include in your query. If you don't want to filter the data, click Next.


  8. In the Query Wizard - Sort Order dialog box, specify how you want your data sorted. If you don't want to sort the data, click Next.


  9. In the Query Wizard - Finish dialog box, select what you would like to do.

    Click Save Query to run the query and add this query to the list of available queries. Use this list when you choose a query to run from Microsoft Excel or Microsoft Query or when you choose a data source. Save the query's design as the file type *.dqy.

    -or-

    Click Return Data to Microsoft Word, and then click Finish to run the query and to return the query results to Microsoft Word.

    -or-

    Click View data or edit query in Microsoft Query, and then click Finish to run the query and to return the query results to Microsoft Query. You can view the data and make additional changes to your query in Microsoft Query before returning the data to Microsoft Word.


  10. Word returns the results of your Microsoft Access query to your Word document.

    If you are using mail merge, Word prompts you with the following message:

    Word found no merge fields in your main document. Choose the Edit Main Document button to insert merge fields into your main document.
    Click Edit Main Document and continue your mail merge as usual.

    -or-

    If you are inserting database information, in the Database dialog box, click Insert Data. In the Insert Data dialog box, select either All to insert all of the results of the Microsoft Access query into your Word document, or select From and specify which records you want to insert into your Word document.

    NOTE: In the Insert Data dialog box, Insert data as field is not selected by default. If selected, this option inserts the data into the table as a field. Select this check box if you want to update the data in your Word document whenever the data source changes.


Method 2: Do Not Use MS Query

To use a Microsoft Access query or table(s) as a data source in Word, follow these steps:
  1. Click OK to the error message "Word was unable to open the data source."


  2. If you are using Microsoft Access as a data source in a Word mail merge, in the Mail Merge Helper (on the Tools menu, click Mail Merge), click Get Data, and then click Open Data Source.

    -or-

    If you are inserting a database in a Word document, in the Database dialog box (on the Database toolbar, click Insert Database), click Get Data.

    NOTE: To access the Database toolbar, on the View menu, point to Toolbars, and then click Database.


  3. In the Open Data Source dialog box, follow these steps:


    1. In the Files of type box, select MS Access Databases (*.mdb).


    2. Select your Microsoft Access database file.


    3. Click to select the Select Method check box.


    4. Click Open.


  4. In the Confirm Data Source dialog box, select MS Access Databases via DDE (*.mdb), and then click OK.

    NOTE: If MS Access Databases via DDE (*.mdb) is not available, you will need to remove and then reinstall Microsoft Access 97 for Windows.


  5. In the Microsoft Access dialog box, do one of the following:

    On the Tables tab, in the Tables in <filename>.mdb list, select the Microsoft Access table that you want to use, and then click OK.

    -or-

    On the Queries tab, in the Queries in <filename>.mdb list, select the Microsoft Access query that you want to use, and then click OK.


  6. Word returns the results of your Microsoft Access query to your Word document.

    If you are using mail merge, Word prompts you with the following message:
    Word found no merge fields in your main document. Choose the Edit Main Document button to insert merge fields into your main document.
    Click Edit Main Document, and continue your mail merge as usual.

    -or-

    If you are inserting database information, in the Database dialog box, click Insert Data. In the Insert Data dialog box, select either All to insert all of the results of the Microsoft Access query into your Word document, or select From and specify which records you want to insert into your Word document.

    NOTE: In the Insert Data dialog box, Insert data as field is not selected by default. If selected, this option inserts the data into the table as a field. Select this check box if you want to update the data in your Word document whenever the data source changes.



STATUS

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

Additional query words: datasource msaccess msquery 


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

Last Reviewed: May 13, 1999