pre-sort records

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Sean - 10 Feb 2004 06:02 GMT

when choosing recipients in merge table (Access) is it
possible to have data pre-sorted rather than having to
sort records every time a merge document is opened. For
some reason the data is not returned in the order that it
appears in the database.

Also every time I open document I'm prompted to find data
source. Is it possible to link to an Access datasource
on a network without having to do this everytime?

Thanks

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Cindy M -WordMVP- - 10 Feb 2004 10:17 GMT

Hi Sean,

It's important to always mention the version of Word
involved in a problem. Especially with mail merge, where so
much was changed going into Word 2002.

> when choosing recipients in merge table (Access) is it
> possible to have data pre-sorted rather than having to
> sort records every time a merge document is opened. For
> some reason the data is not returned in the order that it
> appears in the database.
>

I highly recommend you create a query in Access, set the
sort order here, and link mail merge to the query.

> Also every time I open document I'm prompted to find data
> source. Is it possible to link to an Access datasource
> on a network without having to do this everytime?

Which version of Word are we discussing? It's possible that
linking to a query, rather than trying to set sorting and
selection in Word, may resolve this problem.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep
30 2003)
http://www.word.mvps.org

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:-)

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horndog - 10 Feb 2004 13:01 GMT

depends on how you have it sorted. in the sql statement you can add th
ORDER BY [AUTO_NUMBER_FIELD] DES

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