Merge field - Look up table problem

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Amanda H - 27 Feb 2008 16:35 GMT

I have created a mail merge to an Access database query which included a
field from a look up table. The look up table is set to display the long
name e.g. description of course, in the 2nd column in the look up table
rather than the 1st column the 'course code'. This works in Access in the
personal details table and in the 'select' query to select the recipients.
However, in the mail merge document the merge field dispays the course code
(the first column of the look up table) rather than the course name (the
second column of the look up table).

How can I change or formatt the merge field to display the course name
rather than the course code?

Any help would be gratfuly received.

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Doug Robbins - Word MVP - 27 Feb 2008 18:58 GMT

Use an Access select query as the datasource and design that query show that
it shows the fields that you require in the mailmerge.

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Hope 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

>I have created a mail merge to an Access database query which included a
> field from a look up table. The look up table is set to display the long
[quoted text clipped - 10 lines]
>
> Any help would be gratfuly received.

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Amanda H - 03 Mar 2008 09:29 GMT

Doug,

Thank you for your reply.

I have set up the merge to a query - in order to select the recipients - the
query shows the course name (i.e. the second column of the look up table)
rather than the course code (the first column of the look up table).

The frustrating thing is, I am sure I have done a mailmerge like this in the
past and it worked fine. I suspect it is something to do with the field
format in the mail merge itself, but can not remember how to change it.

Perhaps I need to rebuild the look up table?

Regards

Amanda

> Use an Access select query as the datasource and design that query show that
> it shows the fields that you require in the mailmerge.
[quoted text clipped - 13 lines]
> >
> > Any help would be gratfuly received.

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Doug Robbins - Word MVP - 03 Mar 2008 12:07 GMT

I assume that what you have is a table with names of people and the ID of
the course that they are attending and then another table with ID of each
course in one column and the name of the course in the other column and
that in the query, you have a link between the Course ID field in each of
the tables and you are displaying the names of the people and the names of
the courses. If that is the case, in the merge document, it is the field
that displays the name of the course that you should be inserting.

What are the names of the fields in the query that does show the correct
data?

And, what are the names of the merge fields that you have in the document?

I do not think that it is anything to do with the field format in the mail
merge main document, the field name, more likely.

Signature

Hope 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

> Doug,
>
[quoted text clipped - 38 lines]
>> >
>> > Any help would be gratfuly received.

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