PUB98: Mail Merge: How to Import a Works Database (178607)


The information in this article applies to:

  • Microsoft Publisher 98
This article was previously published under Q178607

SYMPTOMS

If you try to use a database created in Microsoft Works as the data source for a mail merge in Publisher, you may receive the following error message:
Publisher cannot import a database that includes formulas.

CAUSE

This will occur if you created your Works database using the TaskWizard.

By default, when you use the TaskWizard to create a database, it inserts a field called TDate. This field contains a formula. Depending on what type of database you create, there may be other fields that contain formulas as well. Publisher cannot use a database that contains formulas as a source for a mail merge.

RESOLUTION

To work around this problem, use any of the following methods.

Method 1: Remove the Formulas from the Database

  1. Start Works and open the database (.wdb) file.
  2. On the File menu, click Save As. Save the database file with a different name.
  3. On the View menu, click List.

    This will display your database in table form, with the fields listed across the top of the screen, and each row representing one record.
  4. Identify which fields contain formulas by doing the following:
    1. Click the cell that represents the first field of the first record. Look at the formula bar at the top of the screen. If the data in the formula bar starts with an equal sign, that field contains a formula. By default, the field called Tdate will contain the formula 
               =NOW()
    2. Click the cell representing the second field of the first record. Look at the formula bar to see if this field contains a formula.
    3. Repeat this process for the rest of the fields.
  5. When you locate a field that contains a formula, remove the formula. To remove a formula, follow these steps:
    1. Click the field name at the top of the screen to select it.
    2. On the Format menu, click Protection.

      Make sure there is no mark in the Protect Field box.
    3. Click OK.
    4. On the Edit menu, click Clear Formula.
  6. After you have cleared all the formulas, click Save on the File menu.
You now have a copy of the database; use this copy as a data source for the Publisher Mail Merge.

NOTE: Be sure to use this copy instead of the original file.

Method 2: Save the Database as a Text File

  1. Start Works and open the database (.wdb) file.
  2. On the File menu, click Save As.
  3. In the Save File as Type list, click Text & Tabs.
  4. Type a file name in the File Name box. Click OK.

    You can use this text file as a data source for a Publisher Mail Merge. When you open this data source in Publisher, Publisher will ask:

    Do you want to use the entries in the first row of your data as field names?

    Click No. If you click Yes, you may receive the following error:
    Microsoft Publisher cannot import your data source because it contains more than one field with the same name. Please rename any duplicate fields and try again.

STATUS

Microsoft is researching this problem and will post new information here in the Microsoft Knowledge Base as it becomes available.
Modification Type:MajorLast Reviewed:11/9/1999
Keywords:kbprb KB178607
©2002 Microsoft Corporation. All rights reserved.