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Adding Additional Merge Fields
for Microsoft Word Letters
Formatting Date Fields in the Mail Merge
with Microsoft Word
Record 1 contained too many data fields.
I need to reset the list of mail merge
fields
How Can I Stop Users from Modifying Microsoft
Word Letters?
Formatting Number Fields in the Mail Merge
with Microsoft Word
When doing a mail merge for 20 contacts
I get 200 pages
SQL Error Message when merging with Word
2003
Inserting Merge Fields in Microsoft Word
Perform Merge to New Document Automatically
in Microsoft Word
Envelopes not printing/selecting all
mail merge fields
Where can I get help with Mail Merges
and Microsoft Word?
"The File is Locked Or in Use"
Error when printing a Microsoft Word Letter
Mail Merge to a Microsoft Publisher Document
Formatting the Case of Merge Fields in
Microsoft Word
Inserting Merge Field Options
Adding Additional Merge Fields for Microsoft
Word Letters
I would like to add one or more fields to the data source
that is generated whenever I print a letter using Complete
Data and Microsoft Word. How do I include extra fields
in the list of fields that are exported?
There are 2 scripts called Export Mail Merge file Current
Record and Export Mail Merge file Current Found Set
in the CD_Scheduled_Calls.fp7 database that handles
the exporting of the data to the mail merge data source
file for all letters - this is the file that becomes
cd_mailmerge.mer that you point your mail merge letters
to for the mail merge. It stores the list of which fields
are exported to that file. You need to update the export
component of the Export Mail Merge file Current Record
and Export Mail Merge file Current Found Set scripts
to include any additional fields that you require, then
add them to your letter. To do this: 1 - Open Complete
Data with an account with SuperAdmin Privileges. Make
a note of the field you wish to add (name) and what
database it is in. 2 - open Scheduled Tasks and go to
Scripts menu and select ScriptMaker, and double click
on the Export Mail Merge file Current Record script
to view the script steps. Hightlight the 2nd last step
"Export Records" then click the Specify button
in the bottom right hand corner next to "specify
export order" and then add/move any additional
fields you require for the mail merge from the column
on the left (you may need to swap to see fields in related
files by using the menu at the very top of the list,
e.g Contacts, CD_Listings, etc) to the column on the
right hand side. When you have finished click OK then
OK again and then Done. Repeat this step for the Export
Mail Merge file Current Found Set script as well. The
list of merge fields available in Microsoft Word will
not be updated until you print a letter from either
the Contacts or Listings section of Complete Data.
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Formatting Date Fields in the Mail Merge with
Microsoft Word
How can I change the format of date fields that are
used in mail merges with Microsoft Word?
By default all date fields are formatted as DD/MM/YYYY.
If you wish to change this to something else (e.g. 12
March 2003 instead of 12/03/2003) then you need to change
the format of the field as it is exported. This is achieved
as follows: Open Complete Data using an Account with
SuperAdmin Privileges and click Scheduled Tasks. Change
to Layout Mode from the View menu and then switch to
the Data Entry layout. Using the Field tool on the left
add the date field that you wish to change the formatting
of to this layout. Once the date field (e.g. settlement_date)
is on the layout right click on it and select Date Format,
then use the "Format as" option to select
the formatting you require. Click OK, change back to
Browse Mode and exit Complete Data. The next time you
open Complete Data and print a letter the format of
that date field will change when it appears in Microsoft
Word.
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Record 1 contained too many data fields.
I get the message "Record 1 contained too many
data fields." when opening a Microsoft Word letter
from the Trails screen in Complete Data. What do I do?
If you get the message "Record 1 contained too
many data fields." when opening a Microsoft Word
letter as part of a mailmerge follow these steps. This
message appears in older versions of Microsoft Word
or when different users have different versions of Microsoft
Word on different computers. For example, when a computer
with Word 97 opens a document created in Word 2000.
To resolve this problem you need to remove and reattach
the data source after you open the mail merge document
in Word 97. 1 - click OK to dismiss this message 2 -
go to the Tools menu and select Mail Merge 3 - under
Step 2 Data Source click Get Data then select Open Data
Source . . . 4 - you need to navigate to the following
directory: C\Program Files\FileMaker\FileMaker Pro8\
5 - change the "Files of type" to display
All Files and select the file named "cd_mailmerge.mer"
and click the Open button. You should now save the document
before doing a mailmerge so that Word remembers where
to find the file the next time you open that letter.
You should now be able to preview and print the letter
in Microsoft Word. We are working on ways to eliminate
this message altogether once we have determined the
underlying causes of the message. More information about
this is available at the Microsoft website at the following
address: http://support.microsoft.com/default.aspx?scid=kb;en-us;253818
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I need to reset the list of mail merge fields
I was trying to add additional fields to the merge fields
that are used for mail merging with Microsoft Word and
I made a mistake. Now when I do a mail merge only a
few merge fields are available. I would like to reset
the list of merge fields back to the original list.
There are backup copies of the relevant scripts which
will help you reset the export list back to the original
default settings if needed. They are: Export Mail Merge
file Current Record Backup Export Mail Merge file Current
Found Set Backup You can manually perform these scripts
to reset the export order back to the original settings
at the time Complete Data was first installed. To do
this select ScriptMaker and highlight the script named
Export Mail Merge file Current Record Backup and click
the Perform button. Then select ScriptMaker, and double
click on the Export Mail Merge file Current Record script
to view the script steps. Immediately click OK then
you should be prompted with another dialog box that
has an option to Keep or Replace the Export Order -
select Replace to use the export order that you just
did and click OK and you are finished. Repeat this step
for the Export Mail Merge file Current Found Set script
as well. Please note that any additional merge fields
you have added since Complete Data was first installed
will have to be added again. When resetting the export
of merge fields back to the original list manually try
to include as many of the following as possible CD_Listings::agency_fee_exgst
CD_Listings::auction_date CD_Listings::contract_price
CD_Listings::current_rental CD_Listings::deposit_required
CD_Listings::exchange_date CD_Listings::exclusions CD_Listings::final_agency_fee
CD_Listings::gst_rate CD_Listings::key_number CD_Listings::keys
CD_Listings::listed_by CD_Listings::listing_expiry_date
CD_Listings::listing_price CD_Listings::listing_summary
CD_Listings::property_notes CD_Listings::purchaser_address1
CD_Listings::purchaser_address2 CD_Listings::purchaser_fullname
CD_Listings::purchaser_greeting CD_Listings::purchaser_phone_home
CD_Listings::purchaser_phone_mobile CD_Listings::purchaser_phone_work
CD_Listings::purchaser_postcode CD_Listings::purchaser_solicitor
CD_Listings::purchaser_solicitor_address1 CD_Listings::purchaser_solicitor_address2
CD_Listings::purchaser_solicitor_dx CD_Listings::purchaser_solicitor_fax
CD_Listings::purchaser_solicitor_greeting CD_Listings::purchaser_solicitor_phone
CD_Listings::purchaser_solicitor_postcode CD_Listings::purchaser_solicitor_ref
CD_Listings::purchaser_solicitor_state CD_Listings::purchaser_solicitor_suburb
CD_Listings::purchaser_state CD_Listings::purchaser_suburb
CD_Listings::purchaser_surname CD_Listings::rates_council
CD_Listings::rates_strata CD_Listings::rates_water CD_Listings::settlement_date
CD_Listings::sold_by CD_Listings::special_conditions
CD_Listings::tenant_lease_expiry_date CD_Listings::tenant_name
CD_Listings::tenant_number CD_Listings::vendor_agent_price
CD_Listings::vendor_improvements CD_Listings::vendor_inclusions
CD_Listings::vendor_property_details1 CD_Listings::vendor_property_details10
CD_Listings::vendor_property_details11 CD_Listings::vendor_property_details12
CD_Listings::vendor_property_details13 CD_Listings::vendor_property_details2
CD_Listings::vendor_property_details3 CD_Listings::vendor_property_details4
CD_Listings::vendor_property_details5 CD_Listings::vendor_property_details6
CD_Listings::vendor_property_details7 CD_Listings::vendor_property_details8
CD_Listings::vendor_property_details9 CD_Listings::vendor_solicitor
CD_Listings::vendor_solicitor_address1 CD_Listings::vendor_solicitor_address2
CD_Listings::vendor_solicitor_dx CD_Listings::vendor_solicitor_fax
CD_Listings::vendor_solicitor_fulladdress_oneline CD_Listings::vendor_solicitor_greeting
CD_Listings::vendor_solicitor_phone CD_Listings::vendor_solicitor_postcode
CD_Listings::vendor_solicitor_ref CD_Listings::vendor_solicitor_state
CD_Listings::vendor_solicitor_suburb CD_Listings::vendor_street
CD_Listings::vendor_street_no CD_Listings::vendor_suburb
CD_Listings::vendor_zoning CD_Main_MenuID::company_name
CD_Main_MenuID::email CD_Main_MenuID::fax CD_Main_MenuID::first_name
CD_Main_MenuID::full_address CD_Main_MenuID::phone_mobile
CD_Main_MenuID::phone_work CD_Main_MenuID::position
CD_Main_MenuID::surname CD_Main_MenuID::user_name CD_Services_Area::imported_address
CD_Services_Area::imported_postcode CD_Services_Area::imported_state
CD_Services_Area::imported_suburb CD_Services_Area::owner_address1
CD_Services_Area::owner_address2 CD_Services_Area::owner_firstname
CD_Services_Area::owner_phone CD_Services_Area::owner_postcode
CD_Services_Area::owner_state CD_Services_Area::owner_suburb
CD_Services_Area::owner_surname CD_Services_Area::property_title
CD_Services_Area::property_zoning CD_Services_Area::sold_date
CD_Services_Area::sold_price Contacts::address_line1
Contacts::address_one Contacts::address_two Contacts::dear
Contacts::fax Contacts::full_address_letters Contacts::full_address_oneline
Contacts::full_both_names Contacts::id Contacts::phone_home
Contacts::phone_mobile Contacts::phone_work Contacts::postcode
Contacts::state Contacts::suburb Contacts::surname
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How Can I Stop Users from Modifying Microsoft
Word Letters?
I would like to prevent users from modifying my letters
in Microsoft Word. They are accidentally saving the
letters each time they print them, meaning I have to
restore them each time.
You can change the letter to be a “read only” letter
so that the user cannot save changes - it acts like
a template. To do this open the CD MS Word Letters folder
and right click on a letter and select Properties, then
tick the read only selection and click Apply and OK.
The letter now cannot be altered from within Microsoft
Word - when a user tries to save a letter they will
be prompted to save the letter in a folder with name
(like selecting Save As). You should alert them to this
change. We also recommend keeping a copy of the letters
on another computer or CD/Zip drive so they can be restored
easily if someone accidentally changes them.
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Formatting Number Fields in the Mail Merge with
Microsoft Word
How can I change the format of number fields that are
used in mail merges with Microsoft Word?
By default all number fields are formatted as a plain
number. If you wish to change this to something else
(e.g. $500,000 for currency amounts) then you need to
change the format of the field as it is exported. This
is achieved as follows: Open Complete Data using an
Account with SuperAdmin Privileges and click Scheduled
Tasks. Change to Layout Mode from the View menu and
then switch to the Data Entry layout. Using the Field
tool on the left add the number field that you wish
to change the formatting of to this layout. Once the
date field (e.g. contract_price) is on the layout right
click on it and select Number Format, then select the
formatting options you require. Click OK, change back
to Browse Mode and exit Complete Data. The next time
you open Complete Data and print a letter the format
of that number field will change when it appears in
Microsoft Word.
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When doing a mail merge for 20 contacts I get
200 pages
I'm doing a mail merge to 20 contacts, however when
I do the mail merge in Microsoft Word and merge to a
new document I get a document with 200 pages with lots
of blank pages with no data in them. What am I doing
wrong?
The most common cause of this problem is concerned
with the fields that you are exporting for the mail
merge data source. If any of the fields start with CD_Main_Menu::company_name
instead of CD_Main_MenuID::company_name, for example,
you will have this problem. It will generate one page
in Microsoft Word for every user of Complete Data. To
fix this remove any fields from your mail merge data
source export that refer to CD_Main_Menu without the
ID (CD_Main_MenuID) and reprint the letter and it will
only generate one page for every contact as expected.
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SQL Error Message when merging with Word 2003
I have just purchased and installed Word 2003. Whenever
I do a mail merge from Complete Data I get the following
message from Word 2003: Opening this document will run
the following SQL command: SELECT * FROM C:\Program
Files\FileMaker\FileMaker Pro 8\cd_mailmerge.mer Data
from your database will be placed in the document. Do
you want to continue?
This is a standard warning message from Microsoft Word
2003. Simply click the Yes button and the mail merge
will continue as normal. This message is new to Word
2003 and does not appear in earlier versions of Microsoft
Word. You can suppress the dialog box by the following
the instructions in the Microsoft Knowledge Base Article
- 825765 online at: http://support.microsoft.com/default.aspx?scid=kb;en-us;825765
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Inserting Merge Fields in Microsoft Word
Is there another way to insert merge fields from within
Microsoft Word? Using the Insert Merge Field toolbar
button can take a long time to scroll and select a field
at the bottom of the list.
Depending on your version of Microsoft Word you might
be able to use the following keyboard shortcut: Alt+Shift+F
to display a scrollable dialog box that will allow you
to quickly locate and select your required merge fields.
For help with some of the more advanced features of
Microsoft Word and mail merging we recommend the following
website: http://homepage.swissonline.ch/cindymeister/index.html
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Perform Merge to New Document Automatically
in Microsoft Word
Is it possible to perform a "Merge to New Document"
automatically when a user does a mail merge from Complete
Data?
Yes this is possible by adding a macro named AutoOpen
to your mail merge document which looks like this: Sub
AutoOpen() Dim doc as Word.Document Set doc = ActiveDocument
doc.MailMerge.Execute doc.Close wdDoNotSaveChanges End
Sub We recommend working a copy of one of your current
letters whilst testing this feature of Microsoft Word.
For help with some of the more advanced features of
Microsoft Word and mail merging we recommend the following
websites: http://www.mvps.org/word/ http://homepage.swissonline.ch/cindymeister/index.html
To open a Microsoft Word mail merge document after installing
the AutoOpen macro, hold down the shift key whilst opening
the document. This will suppress any AutoOpen macros.
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Envelopes not printing/selecting all mail merge fields
In Word for Windows, if you create a mail merge main
document, and then choose Envelopes And Labels from
the Tools menu, the envelope dialog box does not pick
up some or all of the merge fields, even if they are
selected.
This is a known issue with Microsoft Word. For further
information please review Microsoft Knowledge Base Article
108500 online at: http://support.microsoft.com/default.aspx?scid=kb;en-us;108500
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Where can I get help with Mail Merges and Microsoft
Word?
Where can I get help with working with mail merges in
Microsoft Word?
You can consult the documentation that came with Microsoft
Word. Information is also available in the online help
section of Microsoft Word. Microsoft has made available
a white paper that describes the basics of mail merge,
identifies changes to the Microsoft Word 2002 user interface,
and provides general information about how to perform
a mail merge. This white paper is called "Using
Mail Merge in Word 2002" and is available for download
at: http://support.microsoft.com/default.aspx?scid=kb;en-us;304862
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"The File is Locked Or in Use" Error
when printing a Microsoft Word Letter
When I print a letter by clicking the printer icon in
the trails screen or the scheduled tasks screen I get
the following error messge: "The file is locked
or in use" When I clock OK I get another error
message that "The previous script step "Export
Records" could not be completed because of an error".
How can this be fixed?
The most likely cause of this problem is that the user
logged into that computer does not have sufficient privileges/permissions
to save files to the following directory: C:\Program
Files\FileMaker\FileMaker Pro 8\ This is the directory
where the data source file for the mail merge is created
and all users of Complete Data who will be printing
letters using Microsoft Word need to ensure they have
the ability to write/save to that directory. Please
contact your IT administrator to give change your privileges
to save to this folder.
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Mail Merge to a Microsoft Publisher Document
I'm having trouble mail merging to a Microsoft Publisher
document that we use for newsletters to our customers.
When I try and insert the data source into the Publisher
document I get the following error message: "The
operation cannot be completed because of dialog or database
engine failures. Please try again later" Can I
mail merge to a Microsoft Publisher document?
Yes - mail merges with Microsoft Publisher are possible.
We have found that Microsoft Publisher handles data
sources slightly differently to Microsoft Word. Microsoft
Publisher doesn't recognise the data source that we
use for mail merging with Microsoft Word (cd_mailmerge.mer).
One easy and quick way to fix this is to rename the
datasource from "cd_mailmerge.mer" file and
to "cd_mailmerge.csv" and then used this as
the data source for the Publisher document. This will
then let you insert the necessary merge fields into
your Microsoft Publisher document. The data source can
normally be found at: C:\Program Files\FileMaker\FileMaker
Pro 8\cd_mailmerge.mer Note that you will have to rename
the datasource every time you wish to mail merge with
a Microsoft Publisher document.
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Formatting the Case of Merge Fields in Microsoft
Word
I would like to format certain merge fields as Title
Case in Microsoft Word. Using the Change Case command
in the Format menu doesn't work. Do you have any suggestions?
This is covered in an article in Microsoft's online
KnowledgeBase which you can read at: http://support.microsoft.com/default.aspx?scid=kb;en-us;212068
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Inserting Merge Field Options
Is there a better way to insert merge fields in Microsoft
Word other than using the Insert Merge Field dialog
box which only lets you insert one merge field at a
time?
There is an article in the Microsoft Knowledgebase
- KB276005 - that discusses some options for inserting
merge fields. You can read the article at: http://support.microsoft.com/default.aspx/kb/276005/
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