WD: Word Accesses Mail Merge Data File Frequently

ID: Q187894

The information in this article applies to:

• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows 95, versions 7.0, 7.0a

SYMPTOMS

Word for Windows accesses the data document in a mail merge main document each time you reactivate the main document window. Word may access the data document when you return to Word from another program (this does not happen every time). Sometimes it takes a long time for Word to open the data document and access the current data record, especially if your data document is large.

For example, if you switch to a non-mail-merge document window or if you switch to a different program such as Microsoft Excel, and then switch back to the mail merge main document, Word accesses the data file. Word displays the following message on the status bar:

   Opening <data filename> in <program name>.

CAUSE

When you activate a mail merge main document, Word maintains a constant reference to the most recently used record in the data document, which requires Word to access the data file frequently. Word does this so the most up-to-date values always display. This means that if someone changes the data file record in the source program, Word automatically displays the new information in your main document.

WORKAROUND

Use the following suggestions to minimize the time you have to wait for Word to access your data document:

• Avoid unnecessarily switching from one document to another. This decreases the number of times Word accesses the data document.
• If you anticipate frequent switching from one document to another, activate record 1 in your main document. This eliminates the time you have to wait for Word to go from record 1 to the active record.
• Temporarily restore your main document to a normal Word document while you do tasks that require you to switch from one program to another or from one document to another. As a normal document, Word no longer spends time accessing the data document. After you finish the tasks that require frequent switching, you can reattach the data document.

  To restore your main document to a normal Word document, follow these steps:

  1. On the Tools menu, click Mail Merge.

  2. Click Create.

  3. In the list that appears, click Return To Normal Word Document.

  4. Click Yes to the message that appears.

• If Word is accessing your data document using Dynamic Data Exchange (DDE), leave the data source program open. This eliminates the time you have to wait for the program to open each time Word accesses the data document.

STATUS

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

MORE INFORMATION

Below is the process Word uses to open mail merge data documents and access the current data record.

Data File Attached Using DDE (Dynamic Data Exchange)

1. Word determines whether the source program is running

   (for example, if your data document is a Microsoft Access
   database, Word checks to see if Microsoft Access is running).

3. Word retrieves the data for the current record, starting from

   record 1, using a DDE link.

Data File Attached Using Open Database Connectivity (ODBC)

1. Word opens the data file using the ODBC driver.

2. Word retrieves the data for the current record, starting from

   record 1.

Data File Attached Using Converter

1. Word opens the file using the external file converter.

2. Word retrieves the data for the current record, starting from

   record 1.

Keywords          : kbinterop kbdta kbmerge word6 word7 word95 
Version           : WINDOWS:6.0,6.0a,6.0c,7.0,7.0a
Platform          : WINDOWS
Issue type        : kbbug
Solution Type     : kbnofix

Last Reviewed: February 13, 1999