WD2000: Word Accesses Mail Merge Data File Frequently (212374)


The information in this article applies to:

  • Microsoft Word 2000
This article was previously published under Q212374

SYMPTOMS

Microsoft Word accesses the data document in a mail merge main document each time that you reactivate the main document window. Word may access the data document when you return to Word from another program (this does not happen every time). Sometimes it takes a long time for Word to open the data document and to access the current data record, especially if your data document is large.

For example, if you switch to a nonmail-merge document window or if you switch to a different program such as Microsoft Excel, and 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 <program 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 that the most up-to-date values are always displayed. This means that if someone changes the data file record in the source program, Word automatically displays the new information in your main document.

WORKAROUND

Use the following suggestions to minimize the time that you have to wait for Word to access your data document:
  • Avoid unnecessarily switching from one document to another. This reduces the number of times that 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 that 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 program 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, follow these steps:
    1. On the Tools menu, click Mail Merge.
    2. Click Create.
    3. In the list that appears, click Restore to Normal Word Document.
    4. Click Yes to the message that appears.
  • If Word is accessing your data document by using Dynamic Data Exchange (DDE), leave the data source program open. This eliminates the time that you have to wait for the program to open each time that Word accesses the data document.

STATUS

Microsoft has confirmed that this is a problem in the Microsoft products that are listed at the beginning of this article.

MORE INFORMATION

Word uses the following process to open mail merge data documents and to access the current data record.

Data File Attached by Using Dynamic Data Exchange (DDE)

  1. Word determines whether the source program 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 program 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 by Using Open Database Connectivity (ODBC)

  1. Word opens the data file by using the ODBC driver.
  2. Word retrieves the data for the current record, starting from record 1.

Data File Attached by Using Converter

  1. Word opens the file by using the external file converter.
  2. Word retrieves the data for the current record, starting from record 1.
Modification Type:MajorLast Reviewed:12/6/2000
Keywords:kbbug kbinterop kbmerge KB212374
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