How To: Determine the Number of Merged Records Before You Run a Mail Merge (829121)

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You can determine the number of records that will be merged in a Word document before you run Mail Merge by setting the ActiveRecord property of the DataSource object to wdLastRecord. Then you can query the ActiveRecord property for the number of records. To do this, follow these steps:

1. Start Word 2003.
   1. On the File menu, click New. On the Tools menu, click Letters and Mailings, and then click Mail Merge.
   2. Click Next to accept Letters as the document type.
   3. Click Next to accept Use the current document.
   4. Click Browse. In the Select Data Source dialog box, move to the Northwind.mdb sample database, and then click Open. In the Select Table dialog box, click the Customers table, and then click OK. In the Mail Merge Recipients dialog box, click OK.
      
      Note The default location for Access sample databases is C:\Program Files\Microsoft Office\Office11\Samples.
   5. Click Next.
   6. Click More Items.
      
      The Insert Merge Field dialog box appears.
   7. Click CustomerID, click Insert, and then click Close.
   8. Save the document as C:\Doc1.doc. Quit Word.
2. In Microsoft Visual Basic, start a new Standard EXE project.
3. On the Project menu, click References. Click Microsoft Word 11.0 Object Library, and then click OK.
4. Add a CommandButton control to Form1, and then add the following code to the Click event of the CommandButton control:

   Private Sub Command1_Click()
   
      Dim oApp As Word.Application
      Dim oDoc As Word.Document
      
      'Create a new document in Word.
      Set oApp = New Word.Application
      Set oDoc = oApp.Documents.Open("C:\doc1.doc")
      
      'Make Word visible.
      oApp.Visible = True
      
      With oDoc.MailMerge
          
          .DataSource.ActiveRecord = wdLastRecord
          
          'Display the number of records that will be merged.
          Ret = MsgBox(.DataSource.ActiveRecord & " records will be " & _
                       "merged. Click Yes to continue or No to quit.", _
                       vbYesNo + VbMsgBoxSetForeground)
   
          If Ret = vbYes Then
             'Continue with the mail merge.
             .Execute
          Else
             'Quit Word. Do not save any changes.
             oApp.Quit False
          End If
          
      End With
   
   End Sub
   

5. Press F5 to run the program, and then click Command1.
   
   Note The mail merge document opens. The number of records that will be merged appears.
   
   Click Yes to continue Mail Merge. Click No to cancel Mail Merge and to quit Word.

Note You may receive the following error message during execution:

This error occurs because Word 2003 displays a message box when you try to open a Word 2003 mail merge document that is linked to a data source. The default value is No, and Word 2003 will not run the SQL command.

However, if you open the mail merge document in code by using automation, you have no opportunity to select Yes. The default value No is used. Therefore, the SQL command does not run and you cannot gain access to the data. To make the previous code sample run correctly, you must create the following registry key:

HKEY_CURRENT_USER\Software\Microsoft\Office\11.0\Word\Options
SQLSecurityCheck=dword:00000000

For additional information about how to do this, click the following article number to view the article in the Microsoft Knowledge Base: