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Q186716: WD97: Not Asked to Save Data Source Closing Mail Merge Document

Article: Q186716
Product(s): Word 97 for Windows
Version(s): WINDOWS:97
Operating System(s): 
Keyword(s): kbmm kbdta word97
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
========

In Microsoft Word 97, if you save and then close your main document during a
mail merge, Word does not prompt you to save your data source. If you have made
any changes to your data source during the mail merge, those changes are not
saved.

NOTE: This problem does not occur if you try to close the main document and it is
"dirty" (that is, contains unsaved changes); it only happens if you close the
main document and it does not need to be saved. If you try to close a dirty main
document, Word prompts you to save both documents.

CAUSE
=====

This problem occurs if the default save format is Word 6.0/95 (on the Tools
menu, click Options, click the Save tab, and then look under Save Word Files
As).

This problem does not occur if the default save format is Word Document. In this
case, Word will always prompt you to save the data source, whether you have
already saved the document or not.

WORKAROUND
==========

To work around this problem, make a change to the main document, and close it
without first saving it. Word will prompt you to save both documents.

  -or-

View the data source, make your changes, and save the data source manually. To do
this, follow these steps:

NOTE: The following workaround assumes that you are already viewing the mail
merge main document on the screen.

1. On the Tools menu, click Mail Merge.

2. Under step 2 (Data Source), click Edit and then click the name of your data
  source file.

3. Click View Source.

4. Make your changes to the data source.

5. On the File menu, click Save to save your data source.

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

There are two ways to change the contents of your data source:

- Edit the record in the Data Form.

  -or-

- Click View Source in the Data Form dialog box. However, this is the only way
  you can save the data source manually.


For more information about mail merges, please see the following articles in the
Microsoft Knowledge Base:

  Q114483 WD: Data Records Deleted Closing Mail Merge Data Document

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

  Q142756 WD: How to Design and Set Up Mail Merge Data Sources

  Q141922 WD: How to Start a Mail Merge

Additional query words: gone missing deleted

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Keywords          : kbmm kbdta word97 
Technology        : kbWordSearch kbWord97 kbWord97Search kbZNotKeyword2
Version           : WINDOWS:97
Issue type        : kbprb

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