XL: Hidden Names Appear in Word Mail Merge

The information in this article applies to:

• Microsoft Excel for Windows 95, versions 7.0, 7.0a
• Microsoft Excel for Windows, versions 5.0, 5.0c
• Microsoft Word for Windows, version 6.0 and 6.0a

SYMPTOMS

When you use a Microsoft Excel worksheet that has had a filter applied to it as a merge document in Word, hidden names and reserved names (such as _FilterDatabase) appear in the Named Cell Or Range box in the Microsoft Excel dialog box that appears in Microsoft Word.

CAUSE

Hidden and reserved names appear in Microsoft Word version 6.0, because the search method in Word extracts visible, hidden, and reserved names from the Microsoft Excel worksheet.

WORKAROUND

If you do not want the _FilterDatabase name to appear in the Microsoft Word list of names, do the following to remove the filter in Microsoft Excel:

1. In Microsoft Excel 5.0, choose Filter from the Data menu, and choose the command that has a check by it (this will remove the filter).

2. Save the worksheet.

MORE INFORMATION

The _FilterDatabase name can be used to filter the Microsoft Excel version 5.0 list. Because the _FilterDatabase creates a list of data where the records that have been filtered out are blank, Microsoft Word version 6.0 must use only non-blank entries.

Using a Microsoft Excel Filter with a Word Mail Merge

To use the filtering capabilities in Microsoft Excel version 5.0 to perform a Mail Merge in Word, do the following:

1. Use the desired filter with the worksheet.

2. Save the worksheet.

3. In Microsoft Word version 6.0, choose Mail Merge from the Tools menu.

4. Create the main document.

5. From the Get Data list, choose Open Data Source.

6. Select the Excel Worksheet option, and choose OK.

7. Select the _FilterDatabase name, and choose OK.

8. Choose the Query Options button.

9. From the Field list, select any field that has data in every record.

10. From the Comparison list box, select the Is Not Blank criteria.

11. Choose OK.

12. Merge the data with the document.