FAQs Book-It Office

Use our FAQs (frequently asked questions) below to quickly find the answers to many of your sales and support questions before you try to contact us.


The following technical related questions are often asked about our Book-It membership management and event booking software regarding installation and operation. Click on a question to access the answer or see our FAQ menu for other FAQs.

Operational Problems


My PC has died or is being upgraded, how do I restore Book-It on my replacement PC?

'This program cannot display the web page' received when pressing F1 for help

Whatsthis '?' help does not do anything

Help file cannot be viewed over a network

c:\windows\system32\autoexec.nt. The system file is not suitable for running MS-DOS and ...

A program is trying to automatically send e-mail on your behalf

Why does the system freeze when I am in Book-It?

Why are there so many renewals this month?

Why do I get an Out Of Disk Space error when I have lots of space?

Why does my system seem to hang but the disk light still flickers?

Why does Outlook report 'A program is trying to send email ...'?

Fatal error - exception code = C00000FD called from isreindex

Addressee and letter open fields do not change when name is changed

Printer not ready

Filtering on last renewal date does not work

How do I lapse some but not all members on a joint membership?

How do I export 'notes' information to Excel files?

Word reports a document as locked for editing by another user


Book-It System Errors are errors that Book-It generates which it has not been programmed to handle. A red box will appear headed 'Book-It System Error' and two messages will appear - the first message will explain what the problem is and the second will recommend a course of action. These messages will vary depending on the type of error that has occurred. Buttons will also be available to display more details about the error (Details), to print the detailed error information (Print) and to email the detailed error information directly to Instinctive Systems (Email). If you hold a support agreement with us, please us when you receive the error and we will provide as much assistance as possible over the phone. We may ask for more detailed information or even for you to email the details to us. If you do not hold a support agreement with us you can still call and you will be charged for your call or simply hit the 'Email' button to inform us of the error that has occurred. If you do not have a support agreement we cannot guarantee a response to your problem and other customers will be given priority, however, by emailing details you do keep us informed of any problems still present in the software so that we can continue to improve it with each new maintenance release.


If a 'Book-It System Error' message comes up each time you start Book-It and prevents you from using Book-It at all see our How do I get past a 'Book-It System Error' on start-up? question to see how to deal with this once you have checked the message in the file against the list below.

Book-It System Errors


OLE error code 0x800706ba: The RPC server is unavailable. in mailmerge, SELECT dictrepf

This operation cannot be completed because of dialog or database engine failures

1429 - OLE IDispatch exception code 0 from Microsoft Word: Word was unable to open the data source... in mailmerge in CUSWORD.MAILMERGE

End of file encountered

File read error

Invalid subscript reference

Memo file is missing or invalid

Not a table / dbf

Subscript out of bounds.

The name XXXXX is already used for another object ...

1705 File access denied in mailmerge

Alias Is Not Found

Alias VMEMBOOKINGS is not found

Data Object Is Being Used By Someone Else

Value out of range in margins

Style name already exists in newsletter generation

Command contains unrecognised phrase/keyword

OLE IDispatch exception code 0 from Microsoft Excel: 'I:\\EXPORT\EXPORT.XLS' could not be found

Message - OLE IDispatch exception code 4096 from Microsoft Outlook: Outlook does not recognize one or more names. .. in newmailitem


Operational Problems


My PC Has Died Or Is Being Upgraded, How Do I Restore Book-It Onto A Replacement PC?


Book-It is very much contained in one folder (usually called \bookit4, program files\Instinctive Systems\Book-It4 or similar). If you are not sure which folder then right click on the icon that you use to start Book-It and choose 'properties' and then 'shortcuts' and you should see the folder name in the 'Start In' field. In order to move Book-It from one PC to another you will need to take a backup of this folder and it's sub folders ideally to CD, DVD, flash drive etc and then restore it to the same folder name on the new PC.


Before you restore this folder to your new PC, however, if this PC has never run a copy of Book-It before you will first need to install a copy of Book-It. Doing this will not only create program files and an evaluation database (both of which you will no longer need because you have replacements for them in your backup) but it will also store runtime files needed to run the system in your Windows folder and will do all the necessary things to register those files with Windows. If you already have a Book-It CD from your purchase you can use this or you can visit the 'download' area on our website to download the software from there. It does not matter that you download or install an evaluation version, the important thing is that it is the same version number (e.g. version 4.0). The download or the CD will both include an installation file called setup.exe. Run this file and accept all the standard installation prompts. Once complete remove the tick on the final screen which asks if you wish to start Book-It now and then remove the evaluation database that will have been installed (usually just delete the \program files\Instinctive Systems\Book-It4 folder).


Now you can restore the backed up \bookit4 folder from your previous PC to the same folder on the new PC. Once you have done this you should right click on an empty area of your Windows desktop and choose 'New' and then 'Shortcut' to create a new shortcut to start Book-It. When asked which file you wish to point to, get the shortcut to point to '\bookit4\bookit.exe' (note that if you do not see 'bookit.exe' but just several files named 'bookit' in the browse window this is because your PC is configured to hide file extensions for known file types, to change that functionality open your web browser and choose 'tools', 'internet options', click on 'Advanced' and take the tick off the 'hide file extensions for known file types'). Finally give the shortcut a name 'Book-It 4.0'.


Note that some customers may also be running additional software called Outlook Redemption in order to suppress some warning messages from earlier versions of Outlook. This is no longer required with Outlook 2007 (assuming you are running a fairly recent maintenance release), however, if running an earlier version then if you were running that software on your previous PC you will also have to backup c:\outlookredemption folder from your previous PC, restore it to the same location on the new one and run the install.bat file from that folder to register it. Do not worry if you have not backed up a copy of this software, just email us and we can provide another copy.


You should now be able to start Book-It by double-clicking the icon you have just created. Everything should work fine but you should test the following just to make sure and contact us if you have any problems as these elements can sometimes fail due to incorrect configuration etc


email one of your contact / members from Book-It using the '@' button in the main toolbar

do a Word mailmerge using the 'Produce Letter' button in the main toolbar

press 'F1' and ensure that a context sensitive help screen appears

click the '?' 'WhatsThis' help button on one of the Book-It screens and then click in any of the field input areas on that screen and ensure that a paragraph of help specifically about that field appears


Note that if you are replacing a PC which accesses Book-It across the network rather than locally you will still need to install an evaluation version of Book-It on the new PC as described above although you will not need to backup and restore your live Book-It database. When configuring the network workstation you should ensure that you MAP A NETWORK DRIVE TO THE FOLDER ABOVE THE \BOOKIT4 FOLDER ON THE NETWORK. It is possible to run Book-It over the network by directly entering a long file name into the desktop shortcut such as \\servername\data\bookit4\bookit.exe etc, however, it is our experience that in some environments Book-It has problems communicating properly with Microsoft Office when configured like this whereas if you map a network drive such as g: for example perhaps to the location \\servername\data and in the desktop shortcut use a target such as g:\bookit4\bookit.exe things will work fine all all environments.


'This Program Cannot Display The Web Page' Received When Pressing F1 For Help


A Microsoft security update seems to have blocked functionality in some Book-It help files causing them to display the usual 'table of contents' in the left hand panel of the help window, but a failure message 'This Program Cannot Display The Web Page' on the right hand window where the main help information for the screen you were on when you pressed F1 should be. This does not usually happen when the whole system is installed using the Book-It installation program as Windows realises that you have acknowledged that the system has come from a trusted source during the installation process and it makes a note of the files that came with the installation and assumes that they are safe. The problem can come, however, when you update the application with a maintenance release where we simply issue new files that are to be copied over the old ones rather than installed using an automated install process. If the security feature prevents you accessing the newly updated help files as above then simply go into 'My Computer' and visit your Book-It installation folder. In there you will find two files called bookit.chm and whatsthis.chm. Right click on each file individually, choose 'Properties' and then click the 'Unblock' button that will be present if the security feature is causing this problem. Once the 'Unblock' button disappears the help file should work properly again.


WhatsThis '?' Help Does Not Do Anything


WhatsThis help is activated by pressing the '?' on the top right of most Book-It screens. The mouse pointer will then display a large '?' which you should move to a field or button that you want help on and then press the left mouse button again at which point a paragraph of help specifically about that item should then appear. The mechanism for activating this help was changed when we upgraded Book-It 4.0 to become compatible with Windows Vista early in 2007 and at that point although this feature continued to work in some Windows Vista systems which already had the necessary runtime files installed, it appears that it may have stopped working in other systems. If whatsthis help has stopped working in your system, you are advised to download the latest full evaluation version of Book-It 4.0 from our downloads area (not the smaller maintenance release). You should download this to a temporary folder on your hard disk taking great care not to overwrite your existing Book-It 4.0 system and install it by running setup.exe in the downloaded file. If your Book-It 4.0 system is already installed in the default folder 'c:\program files\Instinctive Systems\Book-It4' we suggest that you move the software to another folder such as 'c:\bookit4' and then use 'Add / Remove Programs' in your Windows control panel to remove the previous version as the installation will not let you install a new version without uninstalling the old version first. Because you have 'moved' the software from its original location this means that the removal procedure will only remove Windows runtime files and not your current programs and data in order that the new version can be installed. Once completed you can copy your moved system back to its original location if you prefer. Please TAKE A BACKUP before doing this to avoid losing any data and contact us if you need help during the process.


Help File Cannot Be Viewed Over A Network


Problems have been experienced where the Book-It help file bookit.chm can be viewed successfully in standalone mode or by pressing 'F1' within Book-It when installed on a local c:\ drive, however, when viewed over a network it reports a message such as 'page not found'. This is usually as a result of the installation of Microsoft security updates 896358 and 890175. Whilst tightening up security areas, it seems that these two updates appear to tighten things a little too far in that they disable many HTML help systems residing on networks. If running older releases of Book-It (pre version 4.0 and before the latest maintenance release on version 3.0) we would recommend you review Microsofts documentation and workaround at http://support.microsoft.com/kb/892675. If, after that, you find their solution a little daunting (as we do!), you might also wish to review a more simple solution described at http://helpman.it-authoring.com/viewtopic.php?t=2870 under the heading 'quick fix method'. Please note that as a 3rd party solution, any software you download to resolve this issue is done entirely at your own risk. The good news is that we now have our own workaround in the latest maintenance release of Book-It 3.0 and in all versions of Book-It 4.0. We now overcome the problem by copying the Book-It help file to the local PC for opening, even if the main application resides on a network fileserver. [Top]


c:\windows\system32\autoexec.nt. The system file is not suitable for running MS-DOS and Windows applications. Choose 'Close' to terminate the application.


This message can occur when trying to install Book-It 3.0 for the first time or perhaps when reinstalling it due to hardware upgrades, disk failure etc. It usually appears on Windows XP machines, often following installation of SP2 (security patch 2), although it has also been seen on Windows 2000. This message suggests that you are trying to run a 16 bit MS DOS or Windows 3.x application. Although Book-It itself is a true Windows 32 bit application, the 3rd party installer supplied with Book-It 3.0 is unfortunately a 16 bit application and it is this system that the error is complaining about not Book-It. If you receive this message then you will not be able to run any MS DOS or Windows 3.x applications on your PC, not just the Book-It installer. It is therefore a serious problem which fortunately can be easily resolved. The error is complaining that the autoexec.nt file used for running 16 bit applications is either missing or damaged. A similar message will appear if config.nt or command.com are compromised. The easiest way to resolve the problem is to restore a spare copy of the reported file from c:\windows\repair. Once you have restored the relevant file remember to right click on the file, choose 'properties' then set the 'read only' attribute to protect the file from further damage. If this does not resolve the problem then you may need to restore the files from your Windows CD or perhaps run one of the fixes available on the web by running a web search for this particular error message. [Top]


There seem to be a number of theories for the cause of this problem. Some suggest that installation of Windows XP SP2 can delete these files although we have no direct experience of this, others suggest that certain spyware programs may be responsible. If infected we would recommend that you download some respected anti-spyware software to check your system and ensure that your anti-virus software is completely up to date. For more information on this problem please search the web for the error message to access numerous sites that discuss it. [Top]


A program is trying to automatically send e-mail on your behalf


This message may be received from your Outlook software when you try to send an email from Book-It. This message and resolutions to it are discussed in full detail at www.instinctive.co.uk/outlooksecure.asp. [Top]


Why does the system freeze when I am in Book-It?


The system can freeze for a number of reasons when running Book-It. Most users will be using Book-It 90% or more of the time and therefore the system will always appear to freeze whilst in Book-It and therefore Book-It will often get the blame for causing the system freeze when it is more than likely caused by a number of other things including


bugs in the Windows operating system

Windows GPFs (General Protection Faults)

hard disk errors

network timeout or communication problems

power failure in a previous session

rebooting a previous session without proper shutdown of all applications

faulty cabling

bugs in printer drivers, screen drivers and other application software

low memory

low system resources

using unreliable peer to peer Windows networking



Freezes due to the above often happen intermittently and provide little evidence of what caused them and are therefore hard to trace. If they happen whilst Book-It is loaded they can then go on to cause damage to open Book-It data files in the same way that they would damage open Word documents or open Excel documents for example. There is, however, a higher risk of severe permanent damage to Book-It files because of the number of files that will be open and in use at the time of the freeze (you might expect severe damage requiring a restore from backup on about 1 in 10 occasions). Severe damage will often result in error messages such as 'Not a database table' or 'Memo file is missing / invalid' and will prevent you from loading Book-It. These errors are dealt with later in this section.


Milder forms of data corruption that are more frequent following system freezes include damage to Book-It index files. Once an index file becomes corrupted certain Book-It records can point off into invalid memory locations that confuse your Windows operating system and cause further system freezes or lock-up forcing you to reboot the system. There will, however, have been something prior to this that caused the index corruption in the first place. Book-It can often recover from an index corruption by simply running the Reindex Files option off the File menu, however, you should take appropriate action to prevent the problem happening again.


By following the following suggestions you will reduce the risk of Book-It system freezes and therefore potential for file corruption


use a more robust fileserver based network running Windows NT, 2000, XP or Novell instead of 'cheap and cheerful' Windows peer to peer network if budget permits this

ensure that the PC where the main Book-It data resides (be it a fileserver or workstation) is one of if not the fastest PC on the network to avoid network timeouts

ensure that PCs running Book-It have a robust Windows operating system installed. With old hardware you might prefer Windows NT, however, with modern hardware you should use Windows 2000 or Windows XP which are built on the old Windows NT technology. Other operating systems such as Windows 95, 98 and ME can be used, however, they are not nearly as robust particularly when networking. We would strongly discourage you from using Windows ME which we have found very unstable.

ensure that all network cables and connectors are secure and undamaged

ensure that you are running good quality network cards not cheap entry level network cards that may not be as reliable (expect to pay £40 UK sterling or more for a good quality card)

use UTP cabling instead of cheaper and less reliable Coax thin ethernet where possible

install a UPS (uninterruptible power supply)

obtain the latest service pack releases available from Microsoft for the Windows software and Office software installed on each workstation and fileserver

ensure you are running the latest Book-It maintenance upgrade available

install the latest software patches available from vendor web sites for all printer drivers and other software that may be running on your PC

only install software from trusted sources

ensure you have up to date virus detection software installed

ensure that all users know the correct procedure for closing Book-It and shutting down your PCs and network

ensure that all users know the correct procedure for reindexing Book-It software following any disruption to normal service or inappropriate shutdown


See the 'Book-It System Errors' section for more information about data corruption and how to deal with it. [Top]


Why are there so many renewals this month ?


The common reason for there being too many member renewals appearing in a member renewal batch function one month is that you have forgotten to select the 'mark batch as completed' option when you ran the renewals last month. Because you did not select this function, the system still thinks that it needs to print last month's renewal letters as well as this month's renewal letters. To overcome this difficulty, you can set the 'renewal printed' flag for last months renewals using the following procedure - go into the System Details screen off the setup menu and decrease the 'renewal letters days' field for the renewal stage you are having problems with to a value which will cause the system not to include this months renewals in a renewal run. Next select the using 'Member Renewal' option from the 'Batch' menu and choose the renewal run that is required and preview it to screen to check that it only includes last months renewals and not this months. If this is the case then select the appropriate 'Mark Batch As Complete' option then finally go back into the 'System Details' screen and increase the 'renewal letters days' value so it now includes this month's renewals again. [Top]


Why do I get an out of disk space message when I have lots of space?


On most occasions, an out of disk space message means you are running low on disk space and need to make more space available for Book-It and your other applications. Occasionally, however, a program problem could cause an unusually large temporary file to be created on your hard disk. This will usually occur when producing reports or large batches of letters or labels. One instance when this occurs is using early versions of Book-It 2.5. An unusually large temporary file can be created when producing letters to 'all records in filter' on the member screen when no filter is in operation. The letter can take an extremely long time to prepare for users with several thousand records and will result in a temporary file in excess of a hundred megabytes which can invariably cause smaller systems to run out of disk space. This problem was resolved in versions after 2.5c6. If you find another set of circumstances which cause this kind of error, please send a copy of your data to Instinctive Systems along with details of how to replicate the problem including details of report / letter options selected and any filtering options in force. [Top]


Why does my system seem to hang but the disk light still flickers?


If your system seems to be failing to respond but your disk light continues to flicker, then the system has not locked up and should not be rebooted until you are sure that there is no alternative as file damage may result. If the system does seem to lock up but the disk light continues to flicker then this indicates that the system is still trying to do something. The problem may be caused as detailed in the 'Why do I get an out of disk space message when I have lots of space' FAQ item above. You should leave the system longer to see if it eventually responds of its own accord. This may take several minutes. [Top]


Why does Outlook report 'A program is trying to send email ...'?


Some versions of Microsoft Outlook may report the following message each time you send an email from Book-It


'A program is trying to send an email on your behalf. Do you want to allow this? If this is unexpected, it may be a virus and you should choose no?'


This message may appear once each time an email is sent from Book-It. Each time it appears there is also a 5 second delay before the 'Yes' button becomes available. When sending large batches of emails from Book-It this message will appear once for each email in the batch and hence can make the process considerably longer and tediously administrative.


This message appears because of a Microsoft reaction to the spread of a number of viruses some time ago. The nature of the viruses was that they were able to utilise technology that allowed them to quietly access your Outlook contact lists and send emails to people in those lists without your knowledge. By implementing this new message it is no longer possible for these viruses to spread themselves once you have been infected without your knowledge. Unfortunately, however, Microsoft have not implemented the new feature in a way that you can easily nominate trusted sources and therefore Book-It and a lot of other software using similar technology is now subject to the new message being triggered each time it sends an email.


There are, however, a number of immediate solutions as well as some future planned solutions for this problem -


Option 1) Microsoft implemented this 'security patch' as they call it at Office 2000 Service Release 1a (SR 1a). Check the 'About' screen off the help menu to see which version of Office you are running. If you are running Office 2000 SR 1a or above you might like to consider installing your original copy of Office 2000 i.e. Office 2000 or Office 2000 SR1. If you do choose this solution, please be aware of your increased exposure to virus attack as a result of your actions. Microsoft implemented this patch for very good reasons, we have no dispute with that, we simply feel that it could have been implemented better so that 'trusted sources' could be nominated and excluded from the feature in all Outlook environments. Microsoft have instead opted to treat 3rd party software like Book-It in the same way as malicious viruses.


Option 2) If you are running Outlook 2000 or Outlook XP in a Microsoft Exchange environment, Microsoft have published details on their Knowledge Base detailing how the feature can be switched off in this environment. Note that this feature is only available in an Exchange environment, requires some technical knowledge to implement and as option 1 carries the higher risk of virus exposure for which you should ensure you are well protected using up to date anti-virus software.


Option 3) Developments are currently being undertaken so that Book-it can send email without routing it through Microsoft Outlook. This will mean that users will no longer be tied to Microsoft Outlook for email and can if they prefer use any 3rd party MAPI compliant email software. As part of the development, we also wish to implement correspondence history tracking facilities that will provide facilities similar to the standard Outlook sent items folder including searching and linking to the relevant member, enquirer or supplier records. This development is therefore still a few months away yet. [Top]


Fatal error - exception code = C00000FD called from isreindex


This message from Microsoft Visual FoxPro (the language Book-It is written in) might be compared with a Windows GPF (General Protection Fault) message. Basically it means that your system has become somewhat unstable as a result of some recent processing and it is highly recommended that you reboot your PC before going any further. The most likely cause of something making your PC this unstable is a corruption in one of your Book-It data files. Corruption can occur as a result of a number of things which are explained in more detail in the Why does the system freeze when I am in Book-It FAQ above. The recommended course of action is to restore from your last known good backup, however, if this is not possible you should contact Instinctive Systems to discuss our chargeable data recovery service which may be able to restore your data back to a useable format with the minimum loss of data. Please be aware that data recovery is timeconsuming and therefore is chargeable even for customers with support agreements, it will mean a considerable amount of system downtime and does not come with a 100% recovery guarantee! [Top]


Addressee and letter open fields do not change when name is changed


Once a member, enquirer or supplier name has been entered and the cursor has left the name fields a default addressee and letter open field will have been generated. If a typo is subsequently spotted in the name field and it is corrected then the correction is not automatically applied to the addressee and letter open fields. This is correct behavior. If you think what the addressee and letter open fields are for, they are to allow different text in correspondence to what is in the contact name, for example, somebody’s name is John Frederick Smith but he likes to be addressed Dear Frederick, if you spelt John as Johnn in the name field and later corrected the mistake after typing Frederick instead of John in the letter open field, you would not want to wipe out Frederick and replace it with John. If you genuinely make a mistake on first entry and you wish to regenerate the addressee and letter open fields you must first clear their current addressee and letter open fields then move back to the first page and make your corrections for the name. On tabbing out of the surname field, addressee and letter open will be recalculated but only if they are currently empty. [Top]


Printer Not Ready


A printer not ready error can be very deceiving as it is often completely unrelated to a printer problem. The most common cause of this problem is if the Book-It system has been restored from a CD backup, for example, and you have omitted to remove all the 'read only' attributes from the files. To overcome the problem, exit Book-It and close any error messages then start up Windows Explorer, select all the files and folders in your Book-It directory and then right mouse click on the highlighted area, choose 'Properties' and then turn off the read only flag on the first page of the dialogue screen that appears. [Top]


Filtering On Last Renewal Date Does Not Work


In the members screen it is possible to perform a filter on the last renewal date field. This functionality was removed from Book-It at version 3.0a1, however, the filter entry was not removed. Filtering on the field in early versions of 3.0 will therefore have no effect. At version 3.0d5, however, we reintroduced the functionality of the last renewed field due to popular demand and filtering is now possible on all memberships renewed since installing this or a later version of Book-It. The field is also now displayed on the membership page of the members screen. [Top]


How Do I Lapse Some But Not All Members On A Joint Membership?


If you have a joint membership containing say 4 members and you wish to lapse say two of the members but leave the other two intact then the process is as follows


select any member on the membership

if one of the members to be lapsed is currently the ‘Main Contact’ for the membership then select another member who will remain then press the green ‘set main’ on the first page of the members screen to make them the new main contact

now visit the joint page of the members screen, click on a member to be lapsed in the grid and use the red ‘remove’ button to remove that member from the membership (note, this will not lapse them, it will simply take them out of the joint membership and give them a membership of their own)

finally visit the member record of the newly separated member and press the red ‘lapse’ button on the membership page of the member's screen to lapse the individual

repeat the above for all members to be lapsed [Top]


How do I export 'notes' information to Excel?


Most information in Book-It is stored in 'fixed length' fields. For example, address lines are always 30 characters in length, even if many of the characters at the end contain spaces. Notes fields on the other hand are 'variable length' fields, i.e. if they are empty then they take up no space and when not empty they only take up the number of characters that have been entered (including line feeds and carriage returns). This is a more efficient way of storing large amounts of information but is not supported by all file formats. When exporting information containing notes fields you must choose a file format that supports variable length fields if they are required. Excel format will not currently support these fields, however, Dbase and FoxPro file formats will. [Top]


Word reports a file as locked for editing by another user


Occasional if you are using Word documents for letters or newsletters with your Book-It system, you may open a document that reports that it is locked or in-use by another user. In most instances this is because it is either already open by yourself in another window or by another user on your network. If, however, nobody else is using the document and you have closed down all applications and rebooted PCs that could possibly be locking the document then the problem could be related to a problem discussed by Microsoft in their knowledgebase article 313472. The Microsoft article explains that Word may have terminated abruptly and left behind the 'owner file' for this document where it records locking information. Look for this file in the directory where the document you have the problem with exists. The owner file should begin with '~$' followed by the name of the document. Locate the owner file for the locked document and delete it. You should then be able to open the document without the locking message. [Top]

Book-It System Errors


OLE error code 0x800706ba: The RPC server is unavailable. in mailmerge, SELECT dictrepf


This message usually occurs when producing letters using Microsoft Word from Book-It. It generally occurs following a previous error in the merge process that is reported by Microsoft Word before this error is reported by Book-It. The most common cause of the problem is a misspelt mail merge field in your original document which is being used for the Word. Word will report that the mail merge field is invalid and will ask if you want to replace the field with a valid field name or remove it from the document. Because the merge process is interrupted in this way, Book-It is unable to continue with the process. In order to correct the problem press F1 in Book-It to activate the help system, click on the 'Index' tab then enter 'mail' to locate the help section on 'Mail Merge'. In this section you will find a list of all the mail merge fields that are available and which areas of the application they can be used in. Then use 'setup', 'letters / email' to locate the original document and replace the invalid mail merge field with a valid one. [Top]


This operation cannot be completed because of dialog or database engine failures


This message can be reported by Microsoft Word when producing a letter from Book-It. Because Word will not do what Book-It has asked it to do because of this error, Book-It will crash immediately afterwards. This problem is a Microsoft Word problem and not a Book-It problem. If you do a search for the error message on the internet you will find many articles covering it. The basic cause of the problem is that MDAC (Microsoft Data Access Components) which is the software that is used to allow different applications to communicate with each other using databases for mailmerge, for example, has become corrupt. We have not discovered how this software becomes corrupt in the first place and experience shows that it is quite rare but it does happen. Several articles will suggest how you can repair the software. We suggest you take a look at the latest articles on the problem. At time of writing, Microsoft themselves do not clearly list and explain this error, however, several other articles do. As a solution they suggest the following steps


- download and install the latest version of MDAC software


- run the MDAC component checker to ensure that all the latest files are installed correctly


- run a Microsoft Office 'Repair'


There are plenty of Microsoft articles about MDAC. We suggest you take a look at http://msdn.microsoft.com/data/ref/mdac/downloads/ or do a search for 'MDAC download'. You might also like to take a look at http://www.macropool.com/en/download/repair_mdac.html or do a search for 'MDAC repair'.


We hope that the above solution will be of use to customers who experience this problem. The web articles suggest that it should, however, we have been hit by this problem once here and we found that all the advice out there failed to resolve the problem and that the only resolution was to completely reinstall Windows. [Top]


1429 - OLE IDispatch exception code 0 from Microsoft Word. Word was unable to open the data source... in mailmerge in CUSWORD.MAILMERGE


This message can sometimes be received when trying to produce a letter from Book-It using Microsoft Word. It means that Word was unable to open the file that Book-It prepared for Word containing the data to be used for the mailmerge. There can be a number of reasons for the error so a clean reboot is recommended to ensure that you are consistently receiving the error when you attempt to produce any letters from Book-It. If this is the case then Word is unable to use the Windows ODBC drivers correctly to open the file. Microsoft Visual FoxPro ODBC drivers are supplied with the Book-It system and will install automatically when you install the software. These will create an entry in Windows control panel, ODBC data sources called 'Visual FoxPro Tables'. If you cannot find that entry or a version prior to version 6 is found then they are definitely not installed correctly. These components (or ODBC drivers as they are commonly known) should be installed automatically when you install the full Book-It system, either from CD or from a download from our web site. They may not be installed, however if


a) You have simply copied the c:\bookit3 folder from one PC to another without running the full Book-It installation program


b) You have a PC configured for multiple users and have installed the system under another user profile


c) Your user profile has become corrupted


Without these drivers most of Book-It will function correctly, however, you will need them in order to interact with Word successfully. To install the drivers if you already have a Book-It system that you do not wish to overwrite then you should proceed as follows


a) rename your c:\bookit3 folder temporarily to something like c:\bookit3backup


b) insert your Book-It 3 CD and reinstall the software using all the default options (if you downloaded from the web, run SETUP.EXE from the downloaded software or download the FULL system, not the smaller 'maintenance release, again and follow the on-screen instructions)


c) start Book-It by double clicking c:\bookit3\bookit.exe from 'My Computer' or 'Windows Explorer' and try to generate a standard letter


d) close Book-It and Word


e) delete the c:\bookit3 folder that step b) above will have created (but leaving behind other Windows files that will have been installed)


f) if running on a system where multiple Windows user profiles have been setup, repeat steps b) through e) logged in as each Windows user profile that requires to access the Book-It system (note - if you have locked down any user permissions, you may find that you need to log in as an Administrator to temporarily give each user Administration privileges in order to complete the installation under each account. If this is the case you can remove those privileges again later once you have installed Book-It under that account. See your Windows documentation for more information about setting a user profile to have Administrator security privileges.)


g) finally rename your c:\bookit3backup folder back to c:\bookit3.


If the above does not work then we have written an alternative merge system that bypasses ODBC altogether. To use this you should visit setup, system details, correspondence in Book-It and change the 'Word Merge Type' field from 'ODBC' to 'Find and Replace'. You should then edit all your letters and take out all the mailmerge fields and replace them with manually typed fields such as <<ADDRESS1>>, <<ADDRESS2>> etc. This should overcome the problem, however, it is a much slower merge and should only be used if you cannot get ODBC to work. It is strongly recommend that you try to get the ODBC drivers working correctly as described above and you should contact us directly if you require further support to achieve this. [Top]


How do I get past a 'Book-It System Error' on start-up?


There are a number of reasons why a Book-It System Error will be produced. Several of these reasons are listed in the following section. If the error prevents the system from starting altogether it generally indicates either a database file or index corruption. If it is simply an index corruption, you should run the 'Reindex Files' icon from your Windows program manager (if you do not have this icon, modify the existing Book-It icon temporarily and replace the command line 'BOOKIT.EXE' with 'BOOKIT.EXE REINDEX' and start Book-It up once from here before changing the command back to its previous value). This resolves most index problems. On rare occasions, index corruptions cannot be resolved by a file reindex. In these cases it is sometimes possible to manually delete files with a .CDX extension from your Book-It data directory and Book-It will automatically create them again when you next try to start it up. IMPORTANT NOTE - please ensure you have a full back-up before deleting any Book-It files in this way.


If you have a database file or memo file corruption, you will not be able to recover this yourself other than by restoring from an old backup of your Book-It data files. If you do not have a suitable backup available, we may be able to recover from certain corruptions for you but this service is very technical and time consuming and is therefore chargeable.


There are several causes of data corruptions. The most common is power failure, switching the system off without closing down Book-It and Windows, system crashes, GPFs due to other buggy Windows applications being run, outdated video and printer drivers etc. [Top]


End Of File Encountered


This message generally occurs for the same reason as subscript out of bounds and should be corrected in the same way. [Top]


File Read Error


This error means that Book-It has had problems reading either its data files or its program files. It generally occurs on network systems when a PC has lost its link to the fileserver or another PC on which the Book-It files are stored or access has been so slow that a network timeout has been exceeded. The problem is more common on Peer-To-Peer networks such as Windows 3.11 For Workgroups or Windows 95/98/ME systems which can drop links or timeout during periods of heavy network traffic. Close everything down then reboot your PC to reconnect to Book-It. If the problem becomes more frequent consider upgrading your network to a fileserver based network running Windows NT/2000 or Novell NetWare for example. Also check all cabling and network equipment installed. Another cause of this problem could be a faulty hard disk, run Windows Disk Error Checking to check your hard disk.You are also strongly advised to read the causes and recommendations for avoiding system freezes which can also be related. [Top]


Invalid Subscript Reference


The most common cause of this problem is accessing Book-It data files directly through other applications that allow reading and editing of database format files. If you access files directly with other software not supported by Instinctive Systems you risk corrupting data so that it becomes unusable and generates error messages such as this. You also risk terminating your license agreement with Instinctive Systems. Occasionally this error may come up due to program problems, for example in pre-release beta versions. Please report this to Instinctive Systems immediately. [Top]


Memo File Is Missing Or Invalid


This message indicates data corruption. The causes and action to be taken are the same as for the message Not a table / DBF. [Top]


Not A Table / DBF


This error indicates that your data files have been corrupted. This is usually a result of abnormally terminating Book-It through power failure, disk failure, network failure, a GPF caused by another application running, switching off without closing Book-It and Windows properly and so on. Unlike index corruptions, usually caused in these circumstances, table/dbf file corruptions cannot be repaired using Book-It facilities. If you receive this error we recommend that you restore data from your most recent backup immediately. In the unlikely event that you do not have a backup, we can attempt to repair the files at Instinctive Systems, however, this service is chargeable, it can be time-consuming and there are no guarantees that all of your data can be repaired. [Top]


Subscript Out Of Bounds


This message generally occurs when you get a corrupted index file in your data. This is usually caused due to Book-It not being shut down correctly in a previous session, for example due to a power failure, a network failure, switching off before closing the program and shutting down Windows etc. On most occasions running the 'Reindex Files' option will correct this problem. [Top]


The name XXXX is already used for another object.


A message such as 'The name vmempayments is already used for another object. Please choose a different name., use paytype again' may appear if your database container has been corrupted. The database container is stored in 3 files - BOOKIT.DBC, BOOKIT.DCT and BOOKIT.DCX. These files contain internal system structure references and do not contain any of your own data. To overcome this problem, therefore, it is totally acceptable to restore these files from a recent backup. Please note, however, that other files should never be restored in isolation to avoid corrupting your data integrity and indeed these files may not be compatible if the backup they are being restored from is not exactly the same version of Book-It - including maintenance releases! [Top]


1705 File access denied in mailmerge


This message can invariably appear when producing letters using the letters button on the member, enquiry, event or supplier screens. The system is actually trying to delete a temporary file that was needed to pass information to Word after Word should have finished with it. In tests we have found that this error will only occur when very large Word documents are being used (not large number of records to be merged with but a large standard Word letter file size!). More often than not this is because a user has added a very large graphic to the Word document without using any of the standard graphic compression formats such as JPG, GIF etc and is easily replicated by adding a 1Mb graphic file to a Word document then trying to merge that document. The solution to the problem is to take the graphic out and resave it in another format such as GIF or JPG using software such as 'Paint Shop Pro' or 'Microsoft Image Composer' ideally creating a new graphic file size no larger than 50Kb. Better still, rather than inserting the new image into the Word document try inserting a link to the file instead of the file itself (see your Word help documentation). This will make all your Word documents much smaller than they would be otherwise. If the problem persists please contact Instinctive Systems for further assistance. [Top]


Alias Is Not Found


Although there are other reasons for this error message, this message did occur frequently on multi-user systems prior to Book-It 3.0b5 due to database views momentarily being cleared by new users logging onto the system at the same instance that another user tries to use that view by clicking on numerous Book-It areas. Timing was crucial between the two users in order to replicate the fault and as such it did occur only very intermittently and after throwing the user out of the system the user is able to log straight back into the system without further problems. The code which caused this behavior was improved in Book-It 3.0b5, therefore users of previous systems should upgrade to version 3.0b5 or later. Users in busy multiuser systems later that 3.0b5 may still experience this problem but not as frequently. Why have not as yet identified what is causing the less frequent problems other than knowing that it is a similar file contention issue between two users that is time critical. We hope to have a fix for all problems of this nature shortly. The same problem is also responsible for other messages detailed below and can be resolved in the same manner. [Top]


Alias VMEMBERS Is Not Found


See Alias Is Not Found above for same symptoms and resolution. [Top]


Database Object Is Being Used By Someone Else


See Alias Is Not Found above for same symptoms and resolution. [Top]


Value Out Of Range .. In Margins


Book-It can sometimes crash with a fatal error message "OLE IDispatch exception code 0 from Microsoft Word: Value out of range .. in margins" when generating a newsletter from the Batch, Newsletter screen in the Pro edition of the software. This is caused when Word detects an entry in any one of the imported newsletter component documents such as events write-ups, section headers etc that goes outside of the standard margin settings. This could be something as simple as a floating graphic too close to the edge of the page, incorrect margin settings in a write-up etc. This error has been overcome with Book-It 3.0d5 onwards where Book-It will just ignore any messages of this type created by Word and will continue with the rest of the newsletter generation. [Top]


Style Name Already Exists In Newsletter Generation


Book-It uses special names for styles that it creates in the Word newsletter document. They generally begin with the name 'BookNews'. If you receive the error


"OLE IDispatch exception code 0 from Microsoft Word: This style name already exists or is reserved for a built-in style."


This generally means that something has gone wrong with your copy of Word and somehow the styles that are used by the Book-It newsletter features (and should only ever be added to the newsletter document when it is created) have managed to get into your default word template (normally NORMAL.DOT). To overcome the problem you should go into Word, use the file, open menu option to locate your NORMAL.DOT file. Open it and use Word's style menu options to delete the styles that should not be present (see Word's help file for more information about deleting styles). If you cannot locate the file check that Windows is configured to show hidden files and folders and look for the file again. If you have had multiple versions of Word installed or several people use your PC there may also be different versions of NORMAL.DOT present, ensure that you locate and amend the correct version. [Top]


Command Contains Unrecognized Phrase/keyword in FRMWEBLINKS.DOEVENTWRITEUPS


This error can occur in newsletter generation if illegal characters such as commas, inverted commas etc are used in file names for graphics included in the newsletter writeups. Have a look in the \bookit3\webdocs\images folder for a list of images you use in your web writeups, locate any that have illegal characters in them and amend them then visit the web writeups associated with those graphics, remove the graphic link and then add the graphic again. [Top]


OLE IDispatch exception code 0 from Microsoft Excel: 'I:\\EXPORT\EXPORT.XLS' could not be found


This and similar errors can occur when using Book-It in a networked environment in conjunction with Microsoft Excel and / or Microsoft Word. The exact error above could be generated by a user sending a report to an Excel file within Book-It and then indicating to Book-It that they would like to view the contents of the file in Excel immediately. In most instances Excel would open and then open the file, however, in this instance the user has used a drive mapping to start Book-It on the fileserver (I:) which points directly to Book-It rather than to the directory above Book-It. If they right click on the icon and choose 'properties' then the shortcut would indicate that Book-It is starting in 'I:\'. Whilst this setup works fine within Book-It, when Word, Excel and certain other 3rd party applications are called from within Book-It they seem to get confused by the drive mapping. The way to overcome this is to setup an additional directory mapping on the fileserver (eg \data\bookit3) and then map I: (or whatever drive letter you are using for the mapping) to the higher level directory (i.e. \data). In this example the desktop icon shortcut properties could then be amended to start the system in I:\BOOKIT3 and the problem should no longer occur. Note - one of the easiest ways to spot this problem is the presence of a double slash ('\\') immediately after the drive letter in the error message above. [Top]


Message - OLE IDispatch exception code 4096 from Microsoft Outlook: Outlook does not recognize one or more names. .. in newmailitem


This error can occur in earlier versions of Book-It if an invalid email address has been used when generating emails from Book-It. To see which record has caused the problem you should click on the 'details' button on the error screen to open the error file and then search that file for CEMAIL1 and CEMAIL2. The file may contain references to several of these, however, one of the sections containing them (usual 'Querya Contents') will provide details such as an email address and either a member reference, enquiry reference or supplier reference which will enable you to find the record containing the rogue address in order to correct it.


Note that by upgrading to the latest maintenance release, you will ensure that Book-It traps as many bad email addresses at entry rather than crashing later once you try to email to them, however, Outlook validation may still be tighter (please send us examples of things that Outlook rejects but Book-It lets through and we will improve our own validation routines). [Top]