Err Msg: Number of Fields Does Not Match Number of Records...

ID: Q97941

The information in this article applies to:

Microsoft Word for Windows, versions 1.0, 1.1, 1.1a, 2.0, 2.0a, 2.0a-CD, 2.0b, 2.0c, 6.0, 6.0a, 6.0c

SUMMARY

This article lists several causes of the following error message, which may occur when you perform a print merge operation in Word for Windows:

Word Version 2.0

   There are fewer fields in record <N> than merge fields in the
   header record. Do you want to continue with the Print Merge?

Word Version 1.x

   Number Of Fields Does Not Match Number Of Names In Record <N>.
   Continue Print Merge?

If you choose the Yes button, one or more of your merged documents may contain incorrect, missing, or misplaced data.

MORE INFORMATION

If the above error message occurs, check the following in your print merge data document:

1. Your data file may contain an extra character, such as a paragraph

   mark, space, tab or other character, after the last record, as
   shown in the following example:

      Name,Street,Address
      John Major,10 Downing St.,"London, England"
      <paragraph mark>

   Word treats the extra characters as an additional record and
   produces an extra merged record. This extra merged record may
   contain only the main document text, or it may be blank. To
   eliminate the extra merged record, delete the extra characters at
   the end of your data file.

   Tip: When your data document contains an extra character after the
   last record, the number <N> in the above error message is one
   number greater than the total number of records in your data file.
   For example, if your data file contains three records, the error
   message states "...record 4."

2. One or more records in your comma-delimited or tab-delimited data

   document may contain a comma or tab as punctuation. In the
   following example, the comma in "London, England" causes the error
   message:

      Name,Street,Address
      John Major,10 Downing St.,London, England

   To use a comma or tab as punctuation in a comma- or tab-delimited
   document, enclose the field in quotation marks, as shown in the
   following example:

      Name,Street,Address
      John Major,10 Downing St.,"London, England"

   Word reads a comma or tab in quotation marks as text instead of as
   a delimiter. The quotation marks do not print.

3. If your data document is a Word table, one or more of the rows may

   contain more cells than the first row of the table. Remove the
   extra cells so each row contains the same number of cells as the
   first row of the table.

REFERENCES

"Microsoft Word for Windows User's Guide," version 2.0, pages 612-620

"Microsoft Word for Windows User's Reference," version 1.x, pages 131- 132, 197

KBCategory: KBSubcategory: kbmerge Additional query words: 6.0 1.0 1.10 1.10a 2.0 2.0a 2.0a-CD word6 winword 2.0b winword2 2.0c errmsg

Keywords          : kbprint kbmerge 
Version           : 1.x 2.x 6.0 6.0a 6.0c
Platform          : WINDOWS

Last Reviewed: February 6, 1998