WD: Word Accesses Mail Merge Data File Frequently

• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows 95, version 7.0
• Microsoft Word 97 for Windows

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 application (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 application such as Microsoft Excel, 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 <application 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 application, Word automatically displays the new information in your main document.

STATUS

Microsoft has confirmed this to be a problem in Word version 6.0 for Windows, Microsoft Word for Windows 95, and Word 97. We are researching this problem and will post new information here in the Microsoft Knowledge Base as it becomes available.

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 application 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, do the following:

  1. From the Tools menu, choose Mail Merge.

  2. Choose the Create Button.

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

• If Word is accessing your data document using DDE, leave the data source application open. This eliminates the time you have to wait for the application to open each time Word accesses the data document.

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

2. If not, Word starts the source application and loads the data file.

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.