Using the Mail Merge function in Microsoft Word adds SQL (Structured Query Language) into the document to connect the data to the document. SQL is the programming language that tells Word what data to place in the document and where it should go. Even if you turn off the Mail Merge function when opening the document again, leftover SQL commands are still in the background; which can prevent the document from returning to its previous state before the mail merge. Remove the SQL commands from the document to remove any trace of the mail merge.
Save the document in a different file name. Click on "File > Save As" (Word 2003 or earlier) or "Office button > Save As" (Word 2007) to open the "Save As" dialog box. Type in a different name in the "File name" box and click "Save." Do not close the document; it is now the saved copy and not the original that you were working from.
Click on "View > Toolbars > Mail Merge Toolbar" to display the mail merge toolbar. Click on the "Mailings" tab if you are using Word 2007. You can also right-click anywhere in the toolbar and click on "Mail Merge Toolbar" to open the toolbar.
Click on the "Main Document Setup" button on the "Mail Merge Toolbar." Choose the "Normal Word document" option. The SQL commands are removed from the document.
Click on the "Save" icon in the "Standard" toolbar to save the changes. You can close the document or finish working in it.
- "Teach Yourself Visually Microsoft Word 2003 (Teach Yourself Visually (Tech))"; Elaine Marmel; 2006
- "Microsoft Office 2007 Simplified"; Sherry Kinkoph; 2007
- Wellesley College: Setting up Toolbars
- Photo Credit e-mail image by fotoman_65 from Fotolia.com
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