Works 2000: Database Field with COUNT() Function Returns 1 When Used As Mail Merge Field (239187)


The information in this article applies to:

  • Microsoft Works 2000
  • Microsoft Works Suite 2000
This article was previously published under Q239187

SYMPTOMS

When you use a database created in Microsoft Works 2000 or Microsoft Works 6 as a mail merge data source for Microsoft Word, Works Word Processor, or Microsoft Publisher 99, any field that contains the COUNT() function is displayed or printed as "1" in the mail merge document, regardless of the number contained in the actual database.

CAUSE

This issue occurs when you use the COUNT() function in the formula of a database field, and you include that field in the mail merge document.

RESOLUTION

To work around this issue:
  1. Create a new database that contains the same field names as the original database, but do not type any formulas in the fields.
  2. Open the original database, and then select all of the cells that you want to use in the merged document.
  3. On the Edit menu, click Copy.
  4. Switch to the new database.
  5. Move the insertion point to the first cell into which you want to paste your data.
  6. On the Edit menu, click Paste.

    NOTE: If want to move a large amount of data, you may need to repeat 2 through 6 to copy and paste all of the data from the original database to the new database.
  7. On the File menu, click Save.
  8. Type a name for the new database, and then click Save.
  9. Open the Works Word Processor document or Word document that contains the mail merge fields from the original database.
  10. On the Tools menu, point to Mail Merge, and then click Open Data Source.
  11. Click Yes.
  12. Click Merge information from another type of file.
  13. Click the new database that you created in steps 1 through 7, and then click Open.
  14. Click View Results.

    NOTE: Do not insert any new fields into the document.
The data in the merged document should now be correct.

NOTE: This procedure is specific to Works Word Processor, but the steps are similar for Word and Publisher.

STATUS

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

MORE INFORMATION

The COUNT() function tallies the total number of cells in a range of cells that contain any kind of data.
Modification Type:MajorLast Reviewed:6/24/2004
Keywords:kbbug kbpending KB239187
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