Merging data from Access into Word

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Marianne Thastrup - 11 Mar 2008 13:09 GMT

I have created an employee database in Access 2003 and from that I want to
create different lists in Word that I work with, e.g. phone lists, private
addresses, former employees, etc. When I merge it into Word results are
unsatisfactory.

How can I determine which fields go where? In Access I have different
columns for First name, Last name, Post code, Town, etc. In Word I want to
show for example First name and Last name in the same cell, and also Post
code and Town in the same cell.

I have tried to use mailmerge, but end up with one page for each employee
when what I need is one page with a long table showing all employees (one row
with several columns).

I have also tried inserting field names from access in each cell which is
ok, and at the end of each row put something like 'new record' but when I
merge it I do not get all employees, only as many as there are rows for? The
table does not extend to comprise all employees.

What do I do wrong?

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Doug Robbins - Word MVP - 11 Mar 2008 21:11 GMT

You need to use a Catalog (or in Word XP and later it is called "Directory")
type mail merge main document. In that document, insert a one row table
with as many cells as required to display the data (there is no problem with
inserting more than one field in a single cell if that is the way that you
want it (e.g. Firstnamefield[space]Lastnamefield) and then when you execute
that merge to a new document, that document will have a table with a row of
data for each record in the data source.

You must not have anything other than that one row table in the mail merge
main document as otherwise it will be repeated for each record. Therefore,
if you want a header row with the names of the columns, you will need to add
it to the document that is created by the merge by inserting a row at the
top of the table in that document and then entering the desired information
into the cells of that row.

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

>I have created an employee database in Access 2003 and from that I want to
> create different lists in Word that I work with, e.g. phone lists, private
[quoted text clipped - 18 lines]
>
> What do I do wrong?

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Kate - 20 Mar 2008 14:18 GMT

When you set up the merge codes in Word, make sure you are setting it up as a
Directory. This will give you all results on one page. To merge into a
table, you only need to create one row of the table that has the results you
want.

You can always go to the Microsoft Help & How-To Page & take a tutorial on
merges.

> I have created an employee database in Access 2003 and from that I want to
> create different lists in Word that I work with, e.g. phone lists, private
[quoted text clipped - 16 lines]
>
> What do I do wrong?

Reply to this Message

Marianne Thastrup - 25 Mar 2008 13:24 GMT

Thanks, I got the same idea and took the tutorial.

I am not sure what you mean by setting it up as a Directory, but I actually
managed to solve my problem :-)

Thanks for your assistance.

"Kate" skrev:

> When you set up the merge codes in Word, make sure you are setting it up as a
> Directory. This will give you all results on one page. To merge into a
[quoted text clipped - 24 lines]
> >
> > What do I do wrong?

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