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There is a known limit (undocumented bug) with Microsoft Word (confirmed Word 2003 and Word 2007) where selecting specific recipients from the recipient list of over 10,000 records will fail. The Recipient list will only display a maximum of 10,000 records in the list.

This can be duplicated in Microsoft Word 2007 and 2003 by clicking on the Mailing Tab, Edit Recipient List (with your mail merge document open). The maximum amount of records displayed in this dialog box is 10,000. If you attempt to select specific recipients, they are not saved by Microsoft Word. You can confirm this by selecting a few recipients, then click OK. Then click Edit Recipient List again to review your selections, all the selected recipients you previously selected are lost.

If you repeat these steps with a database that contains 10,000 or less records, this problem does not occur. The error that is displayed may be Error : 5852 “Requested object is not available.”

Fortunately, we have found a workaround to this issue when using the FaxTalk Fax Merge:

Refine the recipient list by use of the filter option, this will reduce the selected recipient list that appears in this dialog box so it is 10,000 or fewer contacts. When you select the option “Select Recipients” or when the Recipient list appears, click on the FILTER option under Refine recipient list.

Some Possible filters include,

Field: Fax Number Comparison : Is not blank
Field: Last Name Comparison : Is Less Than Compare to: M (will display all records with last names A-N)

You may only require a single filter such as Fax Number is not blank, however, if this isn’t sufficient, you will need to apply additional filters based on the data you want to appear in the list.

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