WD2000: Mail Merge Cannot Open Access Data Source After You Apply the Security Patch (313551)

SYMPTOMS

When you have a mail merge document that is linked to a remote Access database as the mail merge data source, you may receive an endless prompt to locate the data source for your mail merge document. This problem only occurs when you open the mail merge document, and only after you have applied the following security patch from the Microsoft Office Update site:

Microsoft Security Bulletin MS01-028: RTF Document Linked to Template Can Run Macros Without Warning

CAUSE

This problem occurs when the Include all Network Paths UNCs option, in Microsoft Internet Explorer is turned off. To verify if the Include all Network Paths UNCs option option is turned off, follow these steps:

In Internet Explorer, on the Tools menu, click Internet Options.
On the Security tab, click Local Intranet.
Click the Sites button, and then note that the Include all Network Paths UNCs check box is cleared.

The Include all Network Paths (UNCs) option is designed to block users from opening Microsoft Access files that are being opened from a location that is not trusted. The Include all Network Paths (UNCs) option denies access to any Access data sources that are located in the Internet Zone and Restricted Sites Zone, while allowing access to the Trusted Sites Zone, Local Intranet Zone, and any Access database files that reside on the local hard disk.

The Include all Network Paths (UNCs) option directly affects Access because Access lacks a security model that ensures that code cannot be run without a warning. Therefore, this setting manages an Access database the same as an .exe file that resides in a security zone that is not trusted. If your Access database resides in a zone, which by the definition of the zone is not trusted, the file is not permitted to run. Microsoft Excel, which supports digital signatures on Microsoft Visual Basic for Applications (VBA) projects, does not have this same limitation.

The security patch (MS01-028) forces Microsoft Word to use the Internet Explorer and Microsoft Windows security zones. This change only affects Microsoft Word mail merge documents, as this is the only program where Access can be opened without explicit user action.

This problem does not occur in Microsoft Office XP because Access complies to the Internet Explorer security zone settings.

RESOLUTION

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

NOTE: The method you use depends on how much security you want to implement.

Method 1

To resolve this problem and limit access to only the Access databases that you want to trust, add the UNC path, where your Access database is located, to the Internet Explorer Trusted Sites. To do this, follow these steps:

Start Internet Explorer.
On the Tools menu, click Internet Options, and then click the Security tab.
In the Select a Web content zone box, click Trusted sites, and then click Sites.
In the Add this Web site to the zone box, type the UNC path to the folder where your Access database is located.
Click Add.
Click OK, and then click OK to update the setting.

When you open your Word mail merge document, the Word mail merge document opens and functions as expected.

Method 2

To resolve this problem and grant access to all Access database files through UNC paths across your network, turn on the Include all Network Paths (UNCs) option in Internet Explorer. To do this, follow these steps:

Start Internet Explorer.
On the Tools menu, click Internet Options, and then click the Security tab.
In the Select a Web content zone box, click Local Intranet, and then click Sites.
Click to select the Include all network paths (UNCs) check box.
Click OK, and then click OK to save the setting.