Q166957: WD97: Problems with Mail Merge Main Documents Saved as RTF

Article: Q166957
Product(s): Word 97 for Windows
Version(s): WINDOWS:97
Operating System(s): 
Keyword(s): kbinterop winword word97 kbmerge
Last Modified: 14-NOV-2000

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The information in this article applies to:

- Microsoft Word 97 for Windows 
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SYMPTOMS
========

After a mail merge main document has been saved in Rich Text Format (RTF) or
Word 6.0/95 format, 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 appropriate method for your situation.

Method 1: If You Receive the Error Message When You Open the File
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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 appropriate method 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 versions of Microsoft Word
listed at the beginning of this article.

MORE INFORMATION
================

For additional information, please see the following article in the Microsoft
Knowledge Base:

  Q161978 WD97: RTF Format Given to File Send in Word 6.0/95

  Q162602 WD: Questions About Saving in the Word 6.0/95 File Format

Additional query words: 8.0 8.00

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Keywords          : kbinterop winword word97 kbmerge 
Technology        : kbWordSearch kbWord97 kbWord97Search kbZNotKeyword2
Version           : WINDOWS:97
Issue type        : kbbug

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