WD: Problems with Mail Merge Main Documents Saved as RTF

ID: Q193629

The information in this article applies to:

SYMPTOMS

After a mail merge main document has been saved in Rich Text Format (RTF) or Word 6.0/95 format (from Microsoft Word 97), you may experience one or both of the following problems.

Case 1: Error Message Opening the File

When opening the file, you may receive the following message: 

    <file name>.rtf is a mail merge main document. Word cannot find its
    data source.
This message may be followed by: 

    <file name>.rtf is a mail merge main document. Word cannot find its
    header source.
NOTE: These error messages seem to occur most often when opening a mailing label main merge document in Microsoft Word 6.x for the Macintosh or Microsoft Word for Windows 95, version 7.x. But they may occur at other times.

Case 2: Merge Type Changed

Once the file is opened, the merge type of the main document is changed to "Form Letters."

NOTE: This problem occurs regardless of which merge type the mail merge main document is set to initially.

WORKAROUND

To work around this problem, use the method appropriate for your situation.

Method 1: If You Receive the Error Message When You Open the File

To find the data source, follow these steps:

1. Click Find Data Source.

2. Select the data file associated with the mail merge main document.

3. Click Open.

4. If the following message appears: 

     <file name>.rtf is a mail merge main document. Word cannot find its
     header source.

   click Options.
5. In the next dialog box, click Remove Data/Header Source.

Method 2: If the Merge Type Is Changed

Use the method appropriate for your situation.

Form Letters or Catalogs:

For form letters or catalog merge types, follow these steps:

1. On the Tools menu, click Mail Merge.

2. In the Mail Merge Helper, click Create, and then click either Form 

   Letters or Catalog.

   You receive the following message:

      You can change <file name>.rtf from form letters to <merge type> or
      you can create a new main document.
3. Click "Change Document Type." 

   The document "Merge Type" is now shown correctly in the Mail Merge
   Helper.
Envelopes or Mailing Labels:

For Envelopes or Mailing Labels merge types, follow these steps:

1. On the Tools menu, click Mail Merge.

2. In the Mail Merge Helper, click Create, and then click either 

   Envelopes or Mailing Labels.

   You receive the following message:

      You can change <file name>.rtf from form letters to mailing labels or
      you can create a new main document.
3. Click "Change Document Type." 

   This may activate the Setup button (in step 1 Main Document) which
   disables the Merge button (in step 3 "Merge the Data with the
   document"). To perform a mail merge if the Merge Button is disabled, use
   either of the following methods.

      Use the Mail Merge Toolbar
      --------------------------

      a. Click Close to close the Mail Merge Helper.

      b. Click the "Merge to New Document" icon on the Mail Merge Toolbar.

      Use the Mail Merge Helper
      -------------------------

      a. Click Setup.

      b. Select the Product Number and click OK.

      c. Insert your merge fields and click OK.

         You receive the following message:

            This mail merge main document is not empty. Continuing will
            replace all text in this document with new text.

      d. Click OK.

      NOTE: You may want to save your mail merge main document in Word
      format to prevent this problem from reoccurring.

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 wordnt ntword macword word6 word7 word95 
Version           : MACINTOSH:6.0,6.0.1,6.0.1a; WINDOWS:6.0,6.0a,6.0c,7.0,7.0a; WINNT:6.0
Platform          : MACINTOSH WINDOWS winnt
Issue type        : kbbug

Last Reviewed: February 13, 1999