WD2000: Word Accesses Mail Merge Data File Frequently
ID: Q212374
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The information in this article applies to:
SYMPTOMS
Microsoft Word accesses the data document in a mail merge main
document each time that you reactivate the main document window. Word may
access the data document when you return to Word from another
program (this does not happen every time). Sometimes it takes a
long time for Word to open the data document and to access the current
data record, especially if your data document is large.
For example, if you switch to a nonmail-merge document window or if
you switch to a different program such as Microsoft Excel, and then
switch back to the mail merge main document, Word accesses the data
file. Word displays the following message on the status bar:
Opening <data filename> in <program name>.
CAUSE
When you activate a mail merge main document, Word maintains a
constant reference to the most recently used record in the data
document, which requires Word to access the data file frequently. Word
does this so that the most up-to-date values are always displayed. This means that if someone changes the data file record in the source
program, Word automatically displays the new information in your
main document.
WORKAROUND
Use the following suggestions to minimize the time that you have to wait
for Word to access your data document:
- Avoid unnecessarily switching from one document to another. This reduces the number of times that Word accesses the data document.
- If you anticipate frequent switching from one document to another,
activate record 1 in your main document. This eliminates the time that you have to wait for Word to go from record 1 to the active record.
- Temporarily restore your main document to a normal Word document while you do tasks that require you to switch from one program to another or from one document to another. As a normal document, Word no longer spends time accessing the data document. After you finish the tasks that require frequent switching, you can reattach the data document.
To restore your main document to a normal Word document, follow these steps:
- On the Tools menu, click Mail Merge.
- Click Create.
- In the list that appears, click Restore to Normal Word Document.
- Click Yes to the message that appears.
- If Word is accessing your data document by using Dynamic Data Exchange (DDE), leave the data source program open. This eliminates the time that you have to wait for the program to open each time that Word accesses the data document.
STATUS
Microsoft has confirmed this to be a problem in the Microsoft products listed
at the beginning of this article.
MORE INFORMATION
Word uses the following process to open mail merge data documents and
to access the current data record.
Data File Attached by Using Dynamic Data Exchange (DDE)
- Word determines whether the source program is running (for example, if your data document is a Microsoft Access database, Word checks to see if Microsoft Access is running).
- If not, Word starts the source program and loads the data file.
- Word retrieves the data for the current record, starting from record 1, using a DDE link.
Data File Attached by Using Open Database Connectivity (ODBC)
- Word opens the data file by using the ODBC driver.
- Word retrieves the data for the current record, starting from record 1.
Data File Attached by Using Converter
- Word opens the file by using the external file converter.
- Word retrieves the data for the current record, starting from record 1.
Additional query words:
Keywords : kbinterop kbdta kbmerge wd2000
Version : WINDOWS:2000
Platform : WINDOWS
Issue type : kbbug