WD98: Merge Data Source Saved as Word Document (179312)

SYMPTOMS

If you use a Microsoft Excel worksheet as a mail merge data source, Word saves the worksheet in Word document format if you choose Yes when Word prompts you to save the data source. In other words, Word overwrites the Microsoft Excel worksheet with a Word document if you choose Yes in response to the following message:

<Document Name> is a mail merge main document that is attached to a data source <Worksheet Name> that has not been saved. Do you want to save <Worksheet Name>?

Word does not warn you that the Microsoft Excel worksheet will be overwritten with a Word document.

WORKAROUND

To workaround this problem, use one of the following methods.

Method 1: Not using File Type Excel Worksheets via DDE

If your mail merge data source is a Microsoft Excel worksheet, do not modify it by clicking the Edit Data Source button on the Mail Merge toolbar in Word. Instead, open the worksheet in Microsoft Excel, modify it, and then save it in Microsoft Excel.

Method 2: Using File Type Excel Worksheets via DDE

This method should only be performed on Macintosh computers with at least 16 megabytes (MB) of Random Access Memory (RAM) installed.

Select the option to use a Microsoft Excel Worksheet via Dynamic Data Exchange (DDE) by doing the following when selecting an Excel spreadsheet as a mail merge data source:

On the Tools menu, click Mail Merge.
Under Data Source, click Get Date, and then click Open Data Source.
In the Select A Data File dialog box, under List Files Of Type, click Excel Worksheets Via DDE.
Select your Excel spreadsheet, and then select Open.
Select a Named or Cell Range, and then click OK.

STATUS

Microsoft has confirmed this to be a problem in the Microsoft products listed at the beginning of this article. We are researching this problem and will post new information here in the Microsoft Knowledge Base as it becomes available.

MORE INFORMATION

When you use an Excel data source via Dynamic Data Exchange (DDE), the DDE operation requires that Excel be started, which opens up a channel between Excel and Word to supply the data to Word for the merge operation. When you click the Edit Data Source button (on the Mail Merge Toolbar), Excel comes to the foreground. You can make your changes in Excel, and then save the file. After you complete the merge, the Excel file is preserved.

For additional information about this problem in an earlier versions of Microsoft Word for Macintosh, please see the following article in the Microsoft Knowledge Base:

179307 WD6X: Merge Data Source Saved as Word Document