Works: Database Does Not Merge into Works Word Processor or Word Document (269377)


The information in this article applies to:

  • Microsoft Works 6
  • Microsoft Works 7.0
  • Microsoft Works 2000
  • Microsoft Works Suite 2000
  • Microsoft Works Suite 2001
  • Microsoft Works Suite 2002
  • Microsoft Works Suite 2003
This article was previously published under Q269377

SYMPTOMS

When you try to merge a database file by using the mail-merge feature in Microsoft Works Word Processor or Microsoft Word, you may receive the following error message:
Works cannot open this data source. The data source may not be in a supported format or a required component of the application is missing.

CAUSE

This issue may occur if any of the following conditions are true:
  • The database that you are trying to merge contains invalid characters, invalid formulas, or a formatting option that the Merge Wizard does not recognize, such as: "." "[" "]" "{" "}" "!" "/" "\" "|" "#" or "<" ">" "~" "@" "$".
  • You try to use a dBase III or dBase IV (.dbf) database file type for the mail-merge.
  • Your printer driver is outdated.
  • The database file is incompatible with Works or Word, or the file is damaged.
  • A function or formula in the data source contains an invalid or missing reference.

RESOLUTION

To work around this issue, save the database file as either of the following file types:

Text and Tabs (*.txt)
Text and Comma (*.csv)


To change the database file type and merge the file:
  1. In Microsoft Works Database, open the database file that you want to merge.
  2. On the File menu, click Save as.
  3. In the File type box, click one of the following file types, and then click OK:
    • Text and Tabs (*.txt)
    • Text and Comma (*.csv)
  4. Start Works Word Processor.
  5. On the Tools menu, click Mail Merge, and then click Open Data Source.
  6. Click Merge information from another type of file.
  7. Locate the database file that you want to merge, and then click Open.

    Note To view the text file, click All files in the Files of type box.
  8. When you are prompted to choose the fields that you want to merge into the Works Word Processor document, click each field that you want to merge, and then click Insert.

    Note You can choose to not use the entries in the first row of the database.
  9. Follow the instructions on the screen to complete the wizard.
Note When you save a database file as a text file, the field names, the formatting, and the formulas are not saved.

MORE INFORMATION

If your database file was created in an incompatible format, you may need to open the file in the database program in which the file was created, and then save the file as a text file.

To clean up corruption in a database and its field names, save the data source as a comma-delimited text file, and then use Works 2000 to re-create the database. To do this, follow these steps:
  1. Make a backup of the original database.
  2. Open the original database in Works.
  3. Write down the names of each of the fields in the database.
  4. On the File menu, click Save As.
  5. In the Save as type box, click Text & Commas (*.csv).
  6. In the Save in box, click the folder where you want to save the new text file, and then click Save.
  7. When you are prompted to save without formatting, click OK.
  8. Close the database.
  9. In the Works Task Launcher, click the History tab.
  10. In the Name column, click the file that you saved in steps 4 through 7.

    Note This file should be the first file in the list.
  11. On the File menu, click Save As.
  12. In the Save as type box, click Works DB (*.wdb).
  13. In the Save in box, click the folder where you want to save the new database, and then click Save.
  14. In the File name box, type a new name for the file, and then click Save.

    Note If you do not type a new file name, you may overwrite the original copy of your Works database.
Modification Type:MajorLast Reviewed:6/30/2004
Keywords:kberrmsg kbenv kbprb KB269377
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