Works Suite: Mail Merge Field Longer Than 256 Characters Is Truncated (239364)


The information in this article applies to:

  • Microsoft Works Suite 2000
  • Microsoft Works Suite 2001
This article was previously published under Q239364

SYMPTOMS

When you merge a data record with Microsoft Word, and the data record has a field containing more than 256 characters, Word truncates the data in the field to 256 characters.

Word functions as expected and does not close or stop responding; only the merged data is affected.

CAUSE

This behavior occurs because the Microsoft Works in Word Add-in uses Open Database Connectivity (ODBC) for mail-merge integration and cannot pass more than 256 characters.

WORKAROUND

To work around this issue, you can merge to a new document and then edit individual records of the new document. For example, to copy and paste a record from the Works Address Book that contains notes that are too long, follow these steps:
  1. After you complete the mail merge, click View Merged Data on the Mail Merge toolbar.
  2. Click Next Record and/or Previous Record to review each record, and note any records with truncated data.
  3. If there are records with truncated data, click Merge on the Mail Merge toolbar.
  4. In the Merge dialog box, under Merge to, click New Document, and then click Merge.

    The document that contained the mail merge fields is now broken into individual pages of the new document that can be independently edited.
  5. Start Works Address Book.
  6. In the Address Book - Main Identity list, select the record that you want.
  7. On the Edit menu, click Copy.

    NOTE: Works Address Book does not allow you to copy only parts of a data record.
  8. Switch to the new Word document.
  9. Scroll to the page (record) containing the truncated data.
  10. Place the insertion point where you want it. On the Edit menu, click Paste.
  11. Cut and paste the data to replace the missing data on the truncated record, and then delete any of the unwanted data that you just pasted.
Modification Type:MinorLast Reviewed:7/14/2004
Keywords:kbprb KB239364
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