Publisher deleting data fields when changing data source

Question

We use publisher to do invoicing. We are trying to use a publisher template we've created but change the data source (excel sheet) based on the different members we have expiring. The excel file contains the same fields however when we change the data source all the data fields (First Name, Last Name, Company, etc) all disappear and we have to re-enter the template before we do the mail merge. 

Anyone know a solution to this? So the fields basically stay locked and we can change the data source? 

Thanks!

Answer 1

I would bet there is a better solution than this, but here is an idea. Come at it from the other direction. Replace the data source file with a new one with the new data and give it the same file name. Then you don't have to change the Publisher set up.

I still use an older database program for mail merge with Publisher, and I have always just changed the database file instead of the data source. I originally created a database with the data I wanted to merge and named it 'mailfile.***' and chose it as the data source when setting up the mail merge in Publisher. Now when I want to use a different merge data I just create a new database file with the new merge data and save that database as 'mailfile.***', overwriting or renaming or deleting the old file. When I open Publisher it automatically merges the new data as it is still looking at the same file name. No need to make changes in Publisher.

DavidF

Answer 2

We use publisher to do invoicing. We are trying to use a publisher template we've created but change the data source (excel sheet) based on the different members we have expiring. The excel file contains the same fields however when we change the data source all the data fields (First Name, Last Name, Company, etc) all disappear and we have to re-enter the template before we do the mail merge. 

Anyone know a solution to this? So the fields basically stay locked and we can change the data source? 

Thanks!

I have been using Publisher 2003 and upgraded to 2010 and the same thing was happening.

The solution I found was to use the Mail Merge/Step by Step Mail merge Wizard.

Make sure you are on Step 1 of 3 and click on 'Edit receipt list' below the data list you are using

When the dialogue box opens click on 'select and existing list...' under **** to recipient list

Select you new list

Select the old data source and click on the 'remove' button.

Click OK

That solved it for me