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MS Office Forum / Word / Mailmerge and Fax / June 2007Merging Access data into a Word document
Is it possible to take the data from Access, and merge it into just one Word document? I wish to create a form letter addressed to one person, using the data that I have stored in an Access database. However, the only options I have discovered so far are to either create a mass-mailing, or to create a poorly formatted report in Access, then use the "publish it" function. This outputs again a poorly formatted document. Is it possible for me to design a form letter in Word, and have it pull the data for just one letter, rather than 100? See the "Super Easy Word Merge" item at http://www.members.shaw.ca/AlbertKallal/msaccess/msaccess.html  SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > Is it possible to take the data from Access, and merge it into just one > Word [quoted text clipped - 9 lines] > the > data for just one letter, rather than 100? I am using this piece of code and am having a little problem with my mergefields not picking up the correct value for a YES/NO field. If I use {mergefield name ="false" ...} it doesn't work with single records but does when I use all records. BUT .. When I use {mergefield name = "0" ..} it works for single records but not for all records. Whichever way I go, I can't seem to get the word template to pay ball correctly whether I use a single record or merge all records. Has anyone else come across this, and if so, how was it resolved? Regards Gary > See the "Super Easy Word Merge" item at > http://www.members.shaw.ca/AlbertKallal/msaccess/msaccess.html What exactly does {Mergefield name} produce when inserted without a condition? Signature<>>< ><<> ><<> <>>< ><<> <>>< <>><<> Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org <>>< ><<> ><<> <>>< ><<> <>>< <>><<> > I am using this piece of code and am having a little problem with my > mergefields not picking up the correct value for a YES/NO field. [quoted text clipped - 26 lines] >> >> Doug Robbins - Word MVP My apologies, I am using an IF condition as well as a MERGEFIELD. The one which works in a single record is: {IF {mergefield MAACTeam} = "0", "No", "Yes"} and I get "NO" if I change = "0" to either = "TRUE" or = "FALSE" I get "YES" which is incorrect. The one which works for all records is: {IF {mergefield MAACTeam} = "FALSE", "No", "Yes"} I get either "YES" or "NO" if I change = "FALSE" to either = "0" or = "-1" I get "YES" for all records which is incorrect. If I have just: {mergefield MAACTeam} I get either "0" or "-1" depending on whether it should be "YES" or "NO". Hope this clarifies the problem being encountered. Regards Gary > What exactly does {Mergefield name} produce when inserted without a > condition? [quoted text clipped - 29 lines] > >> > >> Doug Robbins - Word MVP > If I have just: > {mergefield MAACTeam} I get either "0" or "-1" depending on whether it > should be "YES" or "NO". Is this actually -1 for Yes and 0 for No (in which case are you using Word 2000 or earlier and/or connecting using DDE? AFAIK the values Word receives are as follows: Connection method "Yes" "No" DDE -1 0 ODBC 0 1 OLE DB True False When you say "works for a single record" what are you doing differently? Do you mean you are connecting to a different data source that only has one record, are you using the same table/query as the data source in both merges and changing the query criteria for one of them? Or what? Also, are the Yes/No results for just { mergefield MAACTeam } always -1 and 0, or do they actually differ depending on whehter you are doing 1 record or many records? Also, are you really using "FALSE" rather than "False"? Can we assume that you have not got commas in your IF field? Do you have a bookmark called False in your Mail Merge Main Document or any included file? Does it make any difference if you quote the mergefield, e.g. { IF "{ MERGEFIELD MAACTeam }" = "0" "No" "Yes" } Peter Jamieson > My apologies, I am using an IF condition as well as a MERGEFIELD. > [quoted text clipped - 53 lines] >> >> >> >> Doug Robbins - Word MVP Peter, As far as I know: I believe it is Word 2000, and again my apologies, there is no comma between the values (hangover from coding excel IF statement). I think the data source is exported as a file (merge.888) which is then used to create the merge document. I don't think it is directly linked with Access. The values are always -1 or 0 depending on what the source data in access is, depending on whether I am trying to merge one record or all records. I have about 15 access fields with "Yes" or "No" answers which are being merged. The fields indicate what activities the person participates in within our organisation. I'll try quoting the meregfield and see if it makes a difference. Thanks for trying to sort this out for me. Regards Gary > > If I have just: > > {mergefield MAACTeam} I get either "0" or "-1" depending on whether it [quoted text clipped - 86 lines] > >> >> > >> >> Doug Robbins - Word MVP I can just about see circumstances in which this might occur, but the case isn't particularly convincing, which suggests that the explanation is likely to be staring us in the face :-) I gather you're working at a distance from the problem so it may be difficult to check stuff and experiment. It seems to me that whatever may be in the Access file or intermediate file, Word will only compare correctly with "0" if the YesNo value /it reads/ is "0", and will only compare correctly with "False" if the values it actually sees are "False" and "True". Which isn't what you actually say, but I wonder whether that is actually the case. As far as I know, if Word is getting its data from a text file, the only way it would see -1 as "True" is if a. it's opening the file using OLE DB (i.e. it's Word 2002 or later) b. there's a SCHEMA.INI file in the same folder as the text file that specifies that the column has type "Bit". This could well be the case because when you export from Access, Access does create such entries in a SCHEMA.INI - at least sometimes. If someone is using an Access module or macro to export, then it may also specify a particular export layout. However, the hypothesis also has to explain why you see -1/0 when you have a data source with 1 record, but True/False when it has many records. Possibilities include a. Word is opening the file using OLE DB but only recognises that the column is "Yes/No" type (and provides True/False instead of -1/0 when there are more than so many records in the file - perhaps 8 or 25. I don't see this here. b. Access sets up a SCHEMA.INI entry when it exports multiple records, but not a single record. (In fact, Access itself does not appear to make this distinction, although if the export is being done through code, perhaps something else is doing something differently. What I see is bizarre: when you export manually, if you specify a file extension (e.g. .txt) Access just exports the data and modifes SCHEMA.INI. If you do not, Access takes you through the export layout dialog and /does not/ modify SCHEMA.INI) c. Word tries to connect to the one-row data files using OLE DB (the defaul) but fails and falls back to using its Text converter. With the multi-row files, it succeeds. This is an unlikely way around. Even if the right explanation is in there somewhere, there's the question of what you do about it and how to find out exactly what's going. What I would probably prefer to do is avoid the problem altoggether by trying to export the data using the string values "Y" and "N" instead of numeric/boolean values. If I had to determine connection method etc., I'd probably use Word VBA to find the values of ActiveDocument.MailMerge.DataSource.COnnectString, .QueryString and .Type /after/ the connection had been made. Best I can right now... Peter Jamieson > Peter, > [quoted text clipped - 123 lines] >> >> >> >> >> >> Doug Robbins - Word MVP Peter, > However, the hypothesis also has to explain why you see -1/0 when you have a > data source with 1 record, but True/False when it has many records. Just to clarify, depending on whether the field condition is "0" or "false", and depending on whether 1 record or all records are merged, one merge will merge fields correctly, whilst the other merge will merge all fields with one value - whether it is the right or wrong value. Your technical knowledge is way beyond my comprehension unfortunately. I will try some of your suggestions from your first resposne to see if that makes a difference. Regards Gary > I can just about see circumstances in which this might occur, but the case > isn't particularly convincing, which suggests that the explanation is likely [quoted text clipped - 172 lines] > >> >> >> > >> >> >> Doug Robbins - Word MVP Looks like you have found a solution but if you can send samples I would be happy to have a look at them - you would need to remove "KillmapS" from my email address. Peter Jamieson > Peter, > [quoted text clipped - 227 lines] >> >> >> >> >> >> >> >> Doug Robbins - Word MVP Hi all, Whilst probably not the most elegant solution, what I have found that works is a "double if" function which checks whether the value is "0" first, if so then it will display "No", if the value is not "0", a second if function will determine if the value is "false" and display "No", otherwise it will display "Yes". Regards Gary > I am using this piece of code and am having a little problem with my > mergefields not picking up the correct value for a YES/NO field. [quoted text clipped - 18 lines] > > See the "Super Easy Word Merge" item at > > http://www.members.shaw.ca/AlbertKallal/msaccess/msaccess.html The solution depends on what level of automation that you need. In Word 2003, you can use Tools > Letters/Mailings > Mail Merge, and after selecting the Access table in step 3, check only the one recipient that you want. You may also try Albert Kallal's "MergeSingleWord". http://www.members.shaw.ca/AlbertKallal/msaccess/msaccess.html I automated the process with Visual Basic code to merge the current record being displayed on an Access form. The form has fields to find and identify the desired record, a command button to launch this code, and a text box bound the data table primary key called OrderID. This article was used as a foundation: http://support.microsoft.com/?id=209976 The code requires reference (Tools > References) to Word 11 Object Library; may need to browse for C:\PF\MS Office\Office11\msword.olb The Word template should not be bound to a data source. Bind it to a data source only to easily enter the merge fields, then convert it back to a normal Word document (Word 2000: Mail Merge Helper > 1 > Restore to normal Word document. Word 2003: Mail merge toolbar > Main document setup > Normal Word document). You may get errors from Word such as the "Data Link" window or complaints that Access is locked and needs an admin password. Post them to this thread. Here is the code. Any MVPs and pros, feel free to correct. Sorry for line wrapping; not sure why it does that. Function OutputDoc() Dim appWord As Word.Application Dim objWord As Word.Document Set appWord = New Word.Application Set objWord = appWord.Documents.Open("C:\MergeTemplate.doc") ' Make Word visible. appWord.Visible = True ' Set the mail merge data source as the database. Note the query parameter. objWord.MailMerge.OpenDataSource Name:="Database.mdb", LinkToSource:=True, Connection:="TABLE tblData", SQLStatement:="SELECT * FROM [tblData] WHERE [Orders.OrderID] = " & Forms!OrderForm!OrderID ' Execute the mail merge. objWord.MailMerge.Destination = wdSendToNewDocument objWord.MailMerge.Execute ' clean up and close Word, closing windows in reverse order that they were opened Set objWord = appWord.Documents("Form Letters1") objWord.Close wdDoNotSaveChanges Set objWord = appWord.Documents("Sampling Request Form - merge.doc") objWord.SaveAs ("C:\Output.doc") appWord.Quit Set appWord = Nothing End Function Good luck. > Is it possible to take the data from Access, and merge it into just one Word > document? I wish to create a form letter addressed to one person, using the [quoted text clipped - 5 lines] > Is it possible for me to design a form letter in Word, and have it pull the > data for just one letter, rather than 100? You guys look like you know what you're talking about - slick tools. Maybe you know this one too: In my Main Merge doc I have: <<fname>> <<fname>> In the Data doc I have column heading and two names fname Bill Mike When I merge, Bill, of course, replaces each <<fname>> with Bill and looks like this: Bill Bill What I want, is this: Bill Mike Is this possible? Any help is appreciated. > The solution depends on what level of automation that you need. > [quoted text clipped - 68 lines] > > Is it possible for me to design a form letter in Word, and have it pull the > > data for just one letter, rather than 100? See response to your latter post. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > You guys look like you know what you're talking about - slick tools. > Maybe [quoted text clipped - 99 lines] >> > the >> > data for just one letter, rather than 100? Very complete suggestions. You've got me past my roadblock, and I'm much appreciative. Thank you so much! > The solution depends on what level of automation that you need. > [quoted text clipped - 68 lines] > > Is it possible for me to design a form letter in Word, and have it pull the > > data for just one letter, rather than 100? Dear all, I have a similar problem with mail merge. I have a .doc document and a data source from an oracle database which stores HTML data as text. The front end application has no problem recognizing the HTML tags and would display the HTML texts correctly. But once I tried to mail merge this HTML text to the Word document, Word would show the HTML tags as is. i.e. <BR>test</BR> instead of a line break before 'test', a & instead of &, and a <B>bold</B> instead of a bolded 'bold' text. I wonder if there's a way to make Word interpret the HTML tags automatically during the mail merge? Thanks in advance, Michael > The solution depends on what level of automation that you need. > [quoted text clipped - 68 lines] > > Is it possible for me to design a form letter in Word, and have it pull the > > data for just one letter, rather than 100? Michael - I have responsed (but not with the answer you seek) to your later similar question. Peter Jamieson > Dear all, I have a similar problem with mail merge. I have a .doc document > and a data source from an oracle database which stores HTML data as text. [quoted text clipped - 91 lines] >> > the >> > data for just one letter, rather than 100? |
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