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a field calculation error occured in record #. word mail merge

Posted on 2009-04-09
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Last Modified: 2012-06-21
Hi Expert,
I got word document from client and I need merge with excel sheet address book. After merge when I click on edit individule then "a field calculation error occured in record #.", I don't have any calculation field in merge process, but result looks like fine. If I use other word document and same address book, no problem at all. I think client word document probably have problem, but I don't know where is the problem. Because I have 1000 record, when I see error I affraid some data lost.

Thanks in advance.
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Question by:dshi15
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Expert Comment

by:dlc110161
ID: 24116396
Try repairing the client docement.  Click on the file menu, select open, browse to the client file. Click the down arrow next to the open button and choose Open and repair. If that does not solve your problem then try copying everything in the document Except the final paragraph mark.  (ctrl+a, shift & right arrow, copy)

Dawn Bleuel
Word MVP
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Author Comment

by:dshi15
ID: 24164022
I cannot find "Open and repair".
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Expert Comment

by:dlc110161
ID: 24168622
There is a down arrow to the right of the Open Button. See attached image.

Dawn Bleuel
Word MVP
OpenAndRepair.gif
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Author Comment

by:dshi15
ID: 24178894
what version of Microsoft office word you used? thanks.
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Expert Comment

by:dlc110161
ID: 24188786
The Open and Repair option is available from Word 2002 on forward. Recover Text from any File is available on 2000 and forward (I don't have Word 97 anymore to check)

Dawn Bleuel
Word MVP
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Author Comment

by:dshi15
ID: 24194372
sorry, Now I found open and repair, I looked file menu, open checked arrow in here, so that is why I didn't find in first place. But I tried both ways, it still give error in record, only thing I can do is make the first letter, then use first letter as document then start over, everything will be fine. Do you have other idea?
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Expert Comment

by:dlc110161
ID: 24197159
Unfortunately, no. Once a document gets too corrupted, then your best bet is to create a different document.

Rather than merging to the first letter, you might try opening a new blank document and use the IncludeText field to import the text of the corrupted letter into the new document. Then you can CTRL+A and press SHIFT+CTRL+F9 to convert the Include Text field to text.

Dawn Bleuel
Word MVP
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Author Comment

by:dshi15
ID: 24198127
I opened a new document, but I couldn't find "IncludeText" in any dropdown from menu list. What is next?
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Expert Comment

by:dlc110161
ID: 24199345
From the Insert Menu, choose Field. In the field dialog box, locate IncludeText. Then you have to be able to type in the complete path to your document including .doc

Hope that helps

Dawn Bleuel
Word MVP
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LVL 1

Author Comment

by:dshi15
ID: 24204510
last question, when I incude file, all the line highlighted ( all  the line have gray box surround them), why?
It happened on some file, some file not. sometime I have Error! Not a valid filename. when I inlude file, I'm sure the filename is correct and they are in same directory.
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Accepted Solution

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dlc110161 earned 500 total points
ID: 24204827
They all have a gray box around them because the text is inside a field. That's where the Select All (CTRL+A) and Convert Field to Text (CTRL+SHIFT+F9) comes in. The reason you might not be seeing the field in gray is because your cursor is outside of the field. The Error may be because it can't import the text of the file if you are sure that the path and filename is exactly right.

Dawn Bleuel
Word MVP
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