WD2000: Text Form Fields Are Not Retained During Mail Merge

View products that this article applies to.

This article was previously published under Q211308

For a Microsoft Word 2002 version of this article, see 286841 (http://support.microsoft.com/kb/286841/EN-US/ ) .

SYMPTOMS

A mail merge main document that contains form fields retains the drop-down and check box form fields, but text form fields are not present in the merge result.

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CAUSE

Microsoft Word unlinks the text form fields during the mail merge. Word does not unlink display form fields, such as the drop-down and the check box form fields.

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Microsoft provides programming examples for illustration only, without warranty either expressed or implied, including, but not limited to, the implied warranties of merchantability and/or fitness for a particular purpose. This article assumes that you are familiar with the programming language being demonstrated and the tools used to create and debug procedures. Microsoft support professionals can help explain the functionality of a particular procedure, but they will not modify these examples to provide added functionality or construct procedures to meet your specific needs.
If you have limited programming experience, you may want to contact a Microsoft Certified Partner or Microsoft Advisory Services. For more information, visit these Microsoft Web sites:

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For more information about the support options that are available and about how to contact Microsoft, visit the following Microsoft Web site:http://support.microsoft.com/default.aspx?scid=fh;EN-US;CNTACTMS (http://support.microsoft.com/default.aspx?scid=fh;en-us;cntactms)
For more information about how to use the sample code in this article, click the article number below to view the article in the Microsoft Knowledge Base:

212536 (http://support.microsoft.com/kb/212536/EN-US/ ) OFF2000: How to Run Sample Code from Knowledge Base Articles

You can work around the problem by using the following sample macros to:

Replace text form fields in the mail merge main document with placeholders while preserving the contents of the form fields.
Merge to a new document.
Replace the placeholders with text form fields and restore the contents of the form fields.
Restore the main mail merge document to its original content prior to running the macro.

NOTE: These two macros work in conjunction with one another, and both macros must be created in the same Visual Basic for Applications project. The first macro will call the second macro.

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Macro 1

Create one of the following macro examples appropriate for your situation.

For example, if you want to merge to a new document, use Example 1. If you want to merge to e-mail recipients, use Example 2.

Example 1: Merging to a New Document

Sub PreserveMailMergeFormFieldsNewDoc()

Dim fFieldText() As String
Dim iCount As Integer
Dim fField As FormField
Dim sWindowMain, sWindowMerge As String

On Error GoTo ErrHandler

' Store Main merge document window name.
sWindowMain = ActiveWindow.Caption

' Because the document contains form fields,
' it should be protected, so unprotect document.
If ActiveDocument.ProtectionType <> wdNoProtection Then
   ActiveDocument.Unprotect
End If

' Loop through all text form fields
' in the main mail merge document.
For Each aField In ActiveDocument.FormFields

   ' If the form field is a text form field...
   If aField.Type = wdFieldFormTextInput Then

      ' Redim array to hold contents of text field.
      ReDim Preserve fFieldText(1, iCount + 1)

      ' Place content and name of field into array.
      fFieldText(0, iCount) = aField.Result
      fFieldText(1, iCount) = aField.Name

      ' Select the form field.
      aField.Select

      ' Replace it with placeholder text.
      Selection.TypeText "<" & fFieldText(1, iCount) & "PlaceHolder>"

      ' Increment icount
      iCount = iCount + 1

   End If

Next aField

' Perform mail merge to new document.
ActiveDocument.MailMerge.Destination = wdSendToNewDocument
ActiveDocument.MailMerge.Execute

' Find and Replace placeholders with form fields.
doFindReplace iCount, fField, fFieldText()

' Protect the merged document.
ActiveDocument.Protect Password:="", NoReset:=True, _
   Type:=WdAllowOnlyFormFields

' Get name of final merged document.
sWindowMerge = ActiveWindow.Caption

' Reactivate the main merge document.
Windows(sWindowMain).Activate

' Find and replace placeholders with form fields.
doFindReplace iCount, fField, fFieldText()

' Reprotect the main mail merge document.
ActiveDocument.Protect Password:="", NoReset:=True, _
   Type:=WdAllowOnlyFormFields

' Switch back to the merged document.
Windows(sWindowMerge).Activate

ErrHandler:

End Sub

Example 2: Merging to E-mail Recipients

Sub PreserveMailMergeFormFieldsEmail()

Dim fFieldText() As String
Dim iCount As Integer
Dim fField As FormField
Dim sWindowMain, sWindowMerge As String

On Error GoTo ErrHandler

' Store Main merge document window name.
sWindowMain = ActiveWindow.Caption

' Because the document contains form fields,
' it should be protected, so unprotect document.
If ActiveDocument.ProtectionType <> wdNoProtection Then
   ActiveDocument.Unprotect
End If

' Loop through all text form fields
' in the main mail merge document.
For Each afield In ActiveDocument.FormFields

   ' If the form field is a text form field...
   If afield.Type = wdFieldFormTextInput Then

      ' Redim array to hold contents of text field.
      ReDim Preserve fFieldText(1, iCount + 1)

      ' Place content and name of field into array.
      fFieldText(0, iCount) = afield.Result
      fFieldText(1, iCount) = afield.Name

      ' Select the form field.
      afield.Select

      ' inserts the result
      Selection.TypeText afield.Result

      ' Increment icount
      iCount = iCount + 1

   End If

Next afield

' Perform mail merge to Email.
ActiveDocument.MailMerge.Destination = wdSendToEmail

' If you replace Mail as Attachment to true then the attached
' document will contain values from the form field
ActiveDocument.MailMerge.MailAsAttachment = False

' the field testfield is the email address field name - it may need<BR/>
' to be changed, depending on the data source field names
ActiveDocument.MailMerge.MailAddressFieldName = "testfield"
ActiveDocument.MailMerge.MailSubject = "New MM  macro as attachment "
ActiveDocument.MailMerge.Execute


ErrHandler:

End Sub

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Macro 2

Also create the following macro example as your second macro to work around the problem described in this article:

Sub doFindReplace(iCount As Integer, fField As FormField, _
   fFieldText() As String)

' Go to top of document.
Selection.HomeKey Unit:=wdStory

' Initialize Find.
Selection.Find.ClearFormatting

With Selection.Find
   .Forward = True
   .Wrap = wdFindContinue
   .Format = False
   .MatchCase = False
   .MatchWholeWord = False
   .MatchWildcards = False
   .MatchSoundsLike = False
   .MatchAllWordForms = False

   ' Loop form fields count.
    For i = 0 To iCount

      ' Execute the find.
      Do While .Execute (FindText:="<" & fFieldText(1, i) _
         & "PlaceHolder>") = True

         ' Replace the placeholder with the form field.
         Set fField = Selection.FormFields.Add _
            (Range:=Selection.Range, Type:=wdFieldFormTextInput)

         ' Restore form field contents and bookmark name.
         fField.Result = fFieldText(0, i)
         fField.Name = fFieldText(1, i)
      Loop

      ' Go to top of document for next find.
      Selection.HomeKey Unit:=wdStory

   Next
End With

End Sub

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MORE INFORMATION

Some fields, such as the NEXT and FILLIN fields, require input either from the data document or from you to continue processing the merge. In this case, Word places the results in the merged document. However, fields that obtain information from document statistics, such as the NUMPAGES field, may be inappropriate for a merged document. As a result, they are not retained in the merge result.

The following table lists which fields are not unlinked and which fields are unlinked during a Word mail merge.

   Fields that are          Fields that are
   not unlinked             unlinked
   ---------------------------------------------------

   = (FORMULA)              ASK
   ADVANCE                  AUTHOR
   AUTONUM                  AUTOTEXT
   AUTONUMLGL               AUTOTEXTLIST
   AUTONUMOUT               COMMENTS
   BARCODE                  COMPARE
   DATE                     CREATEDATE
   EQ                       DATABASE
   FORMCHECKBOX             DOCPROPERTY
   FORMDROPDOWN             DOCVARIABLE
   GOTOBUTTON               EDITTIME
   INCLUDEPICTURE           FILENAME
   INCLUDETEXT              FILESIZE
   LINK                     FILLIN
   MACROBUTTON              HYPERLINK
   NOTEREF                  IF
   PAGE                     INDEX
   PAGEREF                  INFO
   PRINT                    KEYWORD
   PRINTDATE                LASTSAVEDBY
   PRIVATE                  LISTNUM
   RD                       MERGEFIELD
   SECTION                  MERGEREC
   SECTIONPAGES             MERGESEQ
   SYMBOL                   NEXT
   TA                       NEXTIF
   TC                       NUMCHARS
   TIME                     NUMPAGES
                            NUMWORDS
                            QUOTE
                            REF
                            REVNUM
                            SAVEDATE
                            SEQ
                            SET
                            SKIPIF
                            STYLEREF
                            SUBJECT
                            TEMPLATE
                            TITLE
                            TOA
                            TOC
                            USERADDRESS
                            USERINITIALS
                            USERNAME

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