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Problems in the greeting line when you use Mail Merge in Word 2003

Support for Office 2003 has ended

Microsoft ended support for Office 2003 on April 8, 2014. This change has affected your software updates and security options. Learn what this means for you and how to stay protected.

SYMPTOMS
When you use the Mail Merge feature in Word 2003, the greeting line or the address line may not contain the correct information. This problem affects the localized versions of Office 2003 and the English version of Office 2003 that uses the Multilanguage User Interface (MUI) Pack. Specifically, this problem occurs in the ways that are described in the following examples.

Example 1

The gender of the greeting line is not recognized, and a generic greeting, instead of a gender-specific greeting line, is used. You may experience this problem in the Brazilian Portuguese, Dutch, Russian, and Hungarian language versions of Word 2003.

Example 2

When you perform a mail merge and you use Microsoft Outlook contacts as a data source, the greeting line is missing data. You may experience this problem in all language versions of Word 2003.

Example 3

When you perform a mail merge and you use Outlook contacts as a data source, the Full Name and Nickname mail merge fields are not correct. You may experience this problem only in the Russian language version of Word 2003.

Example 4

When you perform a mail merge and you use Outlook contacts as a data source, the State and Country mail merge fields are not correct. You may experience this problem only in the Swedish language version of Word 2003.
CAUSE

Example 1

This problem occurs because the Courtesy Title field is not mapped to the correct field in the Mail Merge Recipients dialog box.

Example 2

This problem occurs because the Second Name, Nickname, and Suffix fields are missing in the Mail Merge Recipients dialog box.

Example 3

This problem occurs because the Full Name and Nickname Mail Merge fields are not mapped to the correct fields in the Mail Merge Recipients dialog box.

Example 4

This problem occurs because the State and Country Mail Merge fields are not mapped to the correct field in the Mail Merge Recipients dialog box.
WORKAROUND

Example 1

To work around this problem, manually remap the Mail Merge fields so that the Courtesy Title field is mapped to the correct Mail Merge field. To do so, follow the steps in the "How to Remap a Mail Merge Field" section in this article.

Example 2

To work around this problem, perform the mail merge operation from Microsoft Office Outlook 2003. To do so, follow the steps in the "How to Initiate a Mail Merge from Outlook2003" section in this article.

Example 3

To work around this problem, manually remap the Mail Merge fields so that the Courtesy Title is mapped to the correct Mail Merge field. To do so, follow the steps in the "How to Remap a Mail Merge Field" section in this article.

Example 4

To work around this problem, manually remap the Mail Merge fields so that the State and Country fields are mapped to the correct Mail Merge field. To do so, follow the steps in the "How to Remap a Mail Merge Field" section in this article.
STATUS
Microsoft has confirmed that this is a problem in the Microsoft products that are listed in the "Applies to" section.
MORE INFORMATION

How to Remap a Mail Merge Field

  1. Start Word 2003.
  2. On the Tools menu, point to Letters and Mailings, and then click MailMerge.
  3. Click Next: Starting document, and then click Next: Select recipients.
  4. Click Select from Outlook contacts.
  5. Click Choose Contacts Folder, click the contact folder that has the contacts that you created, and then click OK.
  6. Click a contact, and then click OK.
  7. Click Next: Write your letter, and then click More Items.
  8. Click Match Fields.
  9. Change any of the fields to the correct field. Some fields may have a value of (not matched).
  10. Click OK, click Insert, and then click Close.
  11. Click Next: Preview your letters, and then click Next: Complete the merge.

How to Initiate a Mail Merge from Outlook2003

  1. Start Outlook 2003.
  2. Click the Contacts bar.
  3. On the Tools menu, click Mail Merge, and then click OK.
The contacts are exported to a data file, and then Word 2003 starts and connects to the data file. You can then perform the mail merge in Word 2003.
Properties

Article ID: 825942 - Last Review: 03/23/2006 02:25:42 - Revision: 2.3

Microsoft Office Word 2003, Microsoft Office Outlook 2003

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