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MS Office Forum / Word / Mailmerge and Fax / August 2005Mail merge not working properly
I have also updated Access and Work to 2003. I am doing a "simple" mail merge using 3 fields to limit my letters. My Access file is 300 records. When doing the merge query, I am able to reduce the list properly to the 30 clients I actually need. But, when I do the merge--ALL records are merged, not the 30 I need. I am using an existing merge letter. This is driving me crazy. I am not a novice "merger" and never had problems with Office 2000. How are you reducing the list? Are you doing it by checking/unchecking records in the recipient list, using a query in Access, or what? Peter Jamieson >I have also updated Access and Work to 2003. I am doing a "simple" mail >merge [quoted text clipped - 6 lines] > not > a novice "merger" and never had problems with Office 2000. I first do an advanced search on the three fields, using an "and" to link each of the fields. This gets my list down to about 60 records. I then go through and uncheck all those on the list I do not want to specifically include--down to the 30 I want. The 30 records are all checked and are the ones I want. I tried to do a table of this list also and got the same results (all 300 names) as I was getting with the letter. Thanks for your help Diane Hazen > How are you reducing the list? Are you doing it by checking/unchecking > records in the recipient list, using a query in Access, or what? [quoted text clipped - 10 lines] > > not > > a novice "merger" and never had problems with Office 2000. Unfortunatey I can't replicate this here as my similar example works OK. If you save, close then re-open your mail merge main document after you have applied all the criteria, do you see a dialog box with some SQL that specifies the various criteria you have applied (it won't reflect the individual records you have selected/deselected by checking/unchecking). If so, can you post the SQL here please? Peter Jamieson >I first do an advanced search on the three fields, using an "and" to link > each of the fields. This gets my list down to about 60 records. I then go [quoted text clipped - 25 lines] >> > not >> > a novice "merger" and never had problems with Office 2000. I went back to the letter, redid the list by selecting the fields that I wanted, did not go through and ck/unck specfic records, saved the file. I then opened it again and reviewed the list and it isn't the one I saved. Some records are right, but most are wrong. Obviously something is amiss. The way I set it up is to follow the dialogs (or whatever they are called) on the right side of the page--select list, edit list, preview letter, merge, etc. I can't copy the SQL, but it is correct in terms of what I have asked in the list. But as I mentioned before, the SQL when applied includes records that it shouldn't. As an example I ask that the address field "is not blank", and of two other fields one "is blank" and the other "is not blank". But when the list comes up, there are lots of records where the address IS blank. The field that I ask to be blank, in fact is, the other filed (is not blank) does include records that are blank. The only other thing I could do is send you the complete files (but you probably don't want to wade through these). I really appreciate your help. D Hazen > Unfortunatey I can't replicate this here as my similar example works OK. > [quoted text clipped - 34 lines] > >> > not > >> > a novice "merger" and never had problems with Office 2000. Use a query in Access to limit the records to the ones that you want to merge and then use that query as the datasource.  SignaturePlease respond to the Newsgroup for the benefit of others who may be interested. Questions sent directly to me will only be answered on a paid consulting basis. Hope this helps, Doug Robbins - Word MVP >I went back to the letter, redid the list by selecting the fields that I > wanted, did not go through and ck/unck specfic records, saved the file. I [quoted text clipped - 73 lines] >> >> > not >> >> > a novice "merger" and never had problems with Office 2000. THANK YOU I have done this, but, is there a way to save this file as a new table? > Use a query in Access to limit the records to the ones that you want to > merge and then use that query as the datasource. [quoted text clipped - 76 lines] > >> >> > not > >> >> > a novice "merger" and never had problems with Office 2000. I can't figure out how to use this query as the datasource. There was not way to save it as a separate file. I did save it upon closing Access. But when I went back to the letter to merge, the whole database was there > Use a query in Access to limit the records to the ones that you want to > merge and then use that query as the datasource. [quoted text clipped - 76 lines] > >> >> > not > >> >> > a novice "merger" and never had problems with Office 2000. In the Query design process in Access, you can select the type of query as a Make Table query and it will then create a new table. That however should not be necessary. If you simply save the Select query, then when in Word, select that query as the data source for the mailmerge, rather than the table that it is based on. SignaturePlease respond to the Newsgroup for the benefit of others who may be interested. Questions sent directly to me will only be answered on a paid consulting basis. Hope this helps, Doug Robbins - Word MVP >I can't figure out how to use this query as the datasource. There was not >way [quoted text clipped - 101 lines] >> >> >> > not >> >> >> > a novice "merger" and never had problems with Office 2000. It FINALLY worked. Thank you very much! > In the Query design process in Access, you can select the type of query as a > Make Table query and it will then create a new table. [quoted text clipped - 108 lines] > >> >> >> > not > >> >> >> > a novice "merger" and never had problems with Office 2000. Hi Diane Have same problem - did you ever find a fix within word or are you still using the query in access? Thanks > It FINALLY worked. Thank you very much! > [quoted text clipped - 110 lines] > > >> >> >> > not > > >> >> >> > a novice "merger" and never had problems with Office 2000. |
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