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If you're always doing that for a document you've already created as a mailmerge main document, that suggests you're not saving the mailmerge main document after connecting it to the data source. Obviously, though, you'd need to do that for a new mailmerge main document.

No, no, I only have to do this the first time or if I change which query I attach to, sometimes the same letter goes to 2 different query groups and it is easier just to change he data source it is linked to.

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If you don't at least have read permissions to the folder where the database is stored, I'd be surprised if you could access & copy the database file from there. Of course, if another program or user already has the file open, and it isn't set up with the appropriate locks, the operating system might prevent you from opening it for reading. It is quite possible, too, that you'd be allowed to read the file but not be able to save anything to its folder, which would explain why the server won't let you save anything there. In that case, just save to another folder.

I am the only one who has access to MY harddrive, I created the database and no one else has ever used it.

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The Key fields have nothing to do with determining the data source - they only tell you which fields from the data source to use as filters for determining when to start a new record group in the output

I just thought that the reason I could not figure out how to put in fields that "set key fields" was that the way I was connecting to the data source must be wrong.

When I try to work through the sample merge from the Catalog Merge Tutorial I get the following results...

ACT Canberra

Yang 2100
NSW Coffs Harbour

Roulston 4000
NSW Dubbo

Kristiansen 6700
NSW Newcastle

Avard 3400
NSW Newcastle

James 8600
NSW Sydney

Brown 5300
NSW Sydney

Driver 8700
NSW Sydney

Gadzic 7400
NSW Sydney

... and so on. Sydney keeps repeating (and all the cities). I am sure that this is because I don't have it set as a key field but I don't know and cannot figure it out (I have worked on nothing else for 2 1/2 days this week).

I understand that there is something on Microsoft's web page about number formats but I don't need that right now, so I have not looked at it yet.

On vacation until Tuesday, so no rush on a reply!