WD6X: Errors Creating Data Source When Normal.dot Contains Text

• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Macintosh, version 6.0, 6.0.1, 6.0.1a

SYMPTOMS

The following error message is generated immediately after saving a newly created data document or when trying to create a data source using the Create Data Source option in the Mail Merge Helper dialog box:

   Word could not merge the main document with the data source because
   the data records were empty or no data records matched your query
   options.

   <Main document name> is a mail merge main document. Word cannot
   find its data source, <data document name>.

CAUSE

This problem occurs when the current Normal template contains boilerplate text information.

The Create Data Source option uses the default template (Normal.dot for Windows and "Normal" for Macintosh) as the basis for the data document. The data document created by the Mail Merge Helper will include any boilerplate text from the Normal template and cause the format of the data source to be invalid.

STATUS

Microsoft has confirmed this to be a problem in the products listed above. This problem was corrected in Word version 7.0 for Windows 95 and Word 98 Macintosh Edition.

WORKAROUND

Use one of the following workarounds to correct this problem.

Method 1

To correct an existing data file, open it and remove any text that is not part of the data.

Method 2

If your NORMAL template contains boilerplate text, do the following:

1. Open the NORMAL template (Choose Open from the File menu, select NORMAL.DOT for Windows or NORMAL for Macintosh from the TEMPLATE subdirectory of your Office or Word program directory and choose the OK button.)

2. On the File menu, click Save As, type a new name for the template, and click the OK button.

3. Close the newly created template.

4. Reopen the NORMAL template and delete the boilerplate text.

5. Save and close the Normal template.

Method 3

Create your data source using another blank template before initiating the Mail Merge Helper. Use the Open Data Source option instead of the Create Data Source option.