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MS Office Forum / Word / Mailmerge and Fax / June 2005Help to merge Image (Doug Robins?)
Hi. Im trying to mail merge an Image, whose path is stored in an Access 2002 mdb field and Ive seen a previous post mentioning MVP Cindy Meister's website. Ive also had a look at Word Help on Include Picture. But I cant get it to work. The main problem seems to be that I am unable to get the actual merge code to appear so that I can edit it. Cindy suggests the following: Reference the graphic file information by nesting the merge field in an IncludePicture field. Example: { IncludePicture "C:\\Data\\Pics\\{ Mergefield Signature \* upper }" } How do I get her example code to appear in the document so that can edit it? Ive tried cutting and pasting her code but that doesnt work. Ive tried using Insert\Ptcture\FromFile with Link To File checked but this only gets an image to appear - I cant see the code to edit it so that I can include the path. What am I doing wrong? Thanks for any help, JohnB John: Alt+F9 makes the merge codes appear. Here's a bit more information: http://www.officearticles.com/word/merge_field_formatting_in_microsoft_word.htm ******************* ~Anne Troy www.OfficeArticles.com www.MyExpertsOnline.com > Hi. > [quoted text clipped - 20 lines] > > Thanks for any help, JohnB You have to use ctrl-F9 to insert the special filed code braces - { } - used in Word. All the rest of the text can be typed or pasted in the usual way. e.g. in a Word document, press ctrl-F9. You see { }. Type INCLUDEPICTURE "C:\\Data\\Pics\\" inside the { } You see { INCLUDEPICTURE "C:\\Data\\Pics\\" } Putt he insertion point before the last " and press ctrl-F9. You see { INCLUDEPICTURE "C:\\Data\\Pics\\{ }" } Type Mergefield Signature \*upper inside the new { } You see { INCLUDEPICTURE "C:\\Data\\Pics\\{ Mergefield Signature \*upper }" } Peter Jamieson > Hi. > [quoted text clipped - 23 lines] > > Thanks for any help, JohnB Hi Peter. Sorry but this does not work for me. Im using Access 97 and Word 97 if that matters. I tried this in an existing merge document, then in a brand new Word document that I merged with a data source. Before inserting any merge fields from the source, I tried Alt F9 - nothing appeared. I then inserted one merge field. Using F9 alternately changes the merge field from <<FamilyName>> to {FamilyName} but I cant get { } to appear on their own. Any further ideas? Thanks for the help, JohnB > You have to use ctrl-F9 to insert the special filed code braces - { } - used > in Word. All the rest of the text can be typed or pasted in the usual way. [quoted text clipped - 38 lines] > > > > Thanks for any help, JohnB Once you are viewing the merge field codes (using Alt+F9, then--with your cursor inside that mergefield code, you can hit Ctrl+F9 to add another set of brackets. If Alt+F9 doesn't show you the field codes, please follow the instructions at the link I gave you, which states: Hit Alt+F9 or go to ToolsàOptionsàView tab and turn on viewing of Field Codes. Once you are viewing these, Ctrl+F9 should do something in your document. It seems to me that you're simply not viewing them. A merge field will show, whether Alt+F9 is chosen or not. A Ctrl+F9 is "nothing" unless you're viewing field codes. ******************* ~Anne Troy www.OfficeArticles.com www.MyExpertsOnline.com > Hi Peter. > [quoted text clipped - 58 lines] > > > > > > Thanks for any help, JohnB Hi again Anne. I wonder if you read my reply to Peter before you posted this. Ive done as you said and selected Tools\Options\View and clicked to show field codes. However, you say ".......you can hit Ctrl+F9 to add another set of brackets." This does not happen. Pressing F9 just toggles between fields showing as, say, <<FamilyName>> and {MERGEFIELD FamilyName}. I cant get just { } to appear on their own. Perhaps I should wait and try this at work - there Im using Access and Word 2002 on XP, so maybe it will work. Thanks again for the help. JohnB > Once you are viewing the merge field codes (using Alt+F9, then--with your > cursor inside that mergefield code, you can hit Ctrl+F9 to add another set [quoted text clipped - 85 lines] > > > > > > > > Thanks for any help, JohnB Let's just make sure we're talking aboutt he same things here: Alt-F9 switches between field "codes" view (where you should see e.g. { MERGEFIELD FamilyName }) and Field "results" view (where you see the data or <<FamilyName>> depending on whether you clicked the <<abc>> button in the merge toolbar. F9 normally just re-executes any selected fields ctrl-F9 inserts a blank field, i.e. { } The same key combinations were used in Word 97. It's possible that some of these key combinations have been reassigned on your copy of Word.ctrl-F9 - you should be able to check using Tools|Customize|keyboard, select All Commands in the left-hand column, then select InsertFieldCodes in the other list. See if ctrl-F9 is shown as the shortcut combination.If it isn't, it could be for a good reason (e.g. some addin you use all the time may use it), so I would check before assigning ctrl-F9 to this function again. As a workaround, you can go back to the opening pane of the Tools|Customize dialog, select Commands, select category All Commands, find InsertFieldCodes and drag it to a toolbar or menu. If ctrl-F9 hasn't been re-assigned, not sure what is going wrong but another workaround would be to cut/paste an existing field and change the contents. Peter Jamieson > Hi Peter. > [quoted text clipped - 64 lines] >> > >> > Thanks for any help, JohnB Arrrrrrg. So sorry Peter (and Anne). I feel a real chump. I thought you meant Alt F9, when you clearly said Ctrl F9. Now I see that this works and puts { }, ready for me to insert my text stuff. Sadly Ill have to leave it there for now but please keep an eye on this thread. Ill definately get back to you with progress tomorrow am (GMT). Thanks for sticking with me on this one. Cheers, JohnB > Let's just make sure we're talking aboutt he same things here: > Alt-F9 switches between field "codes" view (where you should see e.g. > MERGEFIELD FamilyName }) and Field "results" view (where you see the data or > <<FamilyName>> depending on whether you clicked the <<abc>> button in the [quoted text clipped - 87 lines] > >> > > >> > Thanks for any help, JohnB Hi Peter and Anne. A big big apology - yes youre right, I read Alt F9 when you clearly said Ctrl F9. I can now get the { } symbols. Ill have to leave it there for the moment. Please keep an eye on this thread and Ill let you know how I get on. (Im not quite sure what Cyndy means by Mergefield Signature in her code. Is Signature the name of the field holding the path to the image? So, if my fieldname is Image, I put Mailmerge Image in the code? Thanks for all the help, JohnB > Let's just make sure we're talking aboutt he same things here: > Alt-F9 switches between field "codes" view (where you should see e.g. > MERGEFIELD FamilyName }) and Field "results" view (where you see the data or > <<FamilyName>> depending on whether you clicked the <<abc>> button in the [quoted text clipped - 87 lines] > >> > > >> > Thanks for any help, JohnB Yes. Peter Jamieson > Hi Peter and Anne. > [quoted text clipped - 117 lines] >> >> > >> >> > Thanks for any help, JohnB Hi again. Sorry for the delay. Our network was down at work today so I couldnt try this out until I got home. Im still playing around with it but I need more time. Ill post again tomorow. Cheers, JohnB > Yes. > [quoted text clipped - 121 lines] > >> >> > > >> >> > Thanks for any help, JohnB Hi Again. Ive now had a chance to try out this feature using Access 2002 on XP, networked, here at work. Ill give a full description of what Im trying to do and what is happening but I feel that I now need to ask exactly what the field code should look like for my particular case. Word changes the merge field code I enter, whenever I save. Heres the set up. I have a sample Access 2002 database, with a query containg three fields, StudentID, StudentName and ImagePathAndFile. I have three records in the table feeding this query, containg the following. The query selects all three records. 1 Fred First U:\Personal\MVC-002S.JPG 2 Jim Second H:\Images\MVC-003S.JPG 3 Ed Third U:\Personal\BlackAndWhite.JPG Next, I open a blank Word document and merge it to the query. I insert the field StudentName and can see it on the main and merged documents. Next I put in the code to add the pictures. I 'think' that the following is what I should enter as the complete field code, but its behaving oddly. { IncludePicture " {MERGEFIELD "ImagePathAndFile" \ * upper } " } I put this in, then highlight it and use Update Field, then I can successfully use Alt F9 to toggle the field code on and off. With it off, I can see a picture but its the same picture on all three records in the Main document. If I go to record two, highlight the picture and choose Update Field, then the picture changes to that records picture and that same picture is now shown for all three records. When I merge to a new document, whichever picture was selected at the Update Field stage, is shown on all three merged pages. I.e. individual records pictures are not being shown. If I use Ctrl A and Update Field, nothing changes. Now for the interesting bit. I close the merged document and save the main document, then reopen it. Now the field code shows as: {INCLUDEPICTURE "MVG-002S.JPG%20" \ * MERGEFORMATINET"} When I use Alt F9, the same picture shows in each record but when I highlight it and use Update Field, it doesnt change. Also, when I merge to a new document, the same picture shows on all pages. OK Im probably doing something very stupid, so please put me out of my misery. Is my picture merge field code even remotely correct? If not, what should it be and why is Word changing the code when I save? Many thanks for any help you can give. Cheers, JohnB > Yes. > [quoted text clipped - 121 lines] > >> >> > > >> >> > Thanks for any help, JohnB Unfortunately there's yet another thing to do in this case - go into Word Tools|options|General|Web Options|Files and uncheck "Update links on save". Although in my opinion this setting should not affect documents that you are saving as .doc, not .htm(l), it does. Peter Jamieson > Hi Again. > [quoted text clipped - 204 lines] >> >> >> > >> >> >> > Thanks for any help, JohnB Thanks Peter. I read this after I left work, so Ill have to wait to try this tomorrow. Curious - I already have a database with a large number of mail merges built in and I havent had to modify any settings in Word up to now. Ill get back to you tomorrow. Cheers, JohnB > Unfortunately there's yet another thing to do in this case - go into Word > Tools|options|General|Web Options|Files and uncheck "Update links on save". [quoted text clipped - 140 lines] > >> >> > the > >> >> > merge field from <<FamilyName>> to {FamilyName} but I cant get } > >> >> > to > >> >> > appear on their own. [quoted text clipped - 67 lines] > >> >> >> > > >> >> >> > Thanks for any help, JohnB Hi Peter. Ive looked at that and the box is already checked. Where do I go from here? Is my merge code correct? (I think not). Why is it being converted on save? Unless I can get an answer to these questions I think Im at a dead end. Thanks, JohnB > Unfortunately there's yet another thing to do in this case - go into Word > Tools|options|General|Web Options|Files and uncheck "Update links on save". [quoted text clipped - 211 lines] > >> >> >> > > >> >> >> > Thanks for any help, JohnB Hi John, It should be /un/checked. Peter Jamieson > Hi Peter. > Ive looked at that and the box is already checked. Where do I go from [quoted text clipped - 258 lines] >> >> >> >> > >> >> >> >> > Thanks for any help, JohnB Thanks Peter and yet again, sorry. OK. Done that and played around further. Ive now got it to work, sort of. Ive discovered that this only works if the path stored in field ImagePathAndFile contains double \ characters between path folders, like this: U:\\Personal\\MVC-002S.JPG It will not show individual pictures for each record if just single \ symbols are used - it shows the first picture for all records. Is there a way of adjusting the merge field code to cater for paths with only single \ ? Just to repeat, Im using the following: { IncludePicture " {MERGEFIELD ImagePathAndFile \ * upper } " } Thanks again for sticking with me on this. JohnB > Hi John, > [quoted text clipped - 263 lines] > >> >> >> >> > > >> >> >> >> > Thanks for any help, JohnB You are right about the doubling up of backslashes, and you may also need to know that if you are using a UNC pathname where you would have \\computername\sharename\filename.ext, you would need four backslashes before the computername. > of adjusting the merge field code to cater for paths with only single \ ? Not as far as I know. The only ways I know how to do it are to fix your data source in one way or another, to use the Word Mail Merge Events in Word 2002/2003 to process the pathnames and insert them using, say, a DOCPROPERTY field, or fix the pathnames after the merge, perhaps also using VBA. In the case of an Access DB fixing the pathnames would typically mean: a. you change the way the paths are stored in the first place, which may of course have many knock-on effects on other applications, and it may not be possible if you are not maintaining the data b. you add a field to the appropriate table(s) and maintain a double-backslashed version of the same data, perhaps adding a step before the merge to fix all the data. or maybe you create a new table to do that c. you try to create a formula in a query that doubles up the backslashes for you "on-the-fly", and use that query as the data source for your merge. Unfortunately, to do that, you either have to - consider using the replace function in the query. Off the top of my head ISTR that that particular function requires that you know how many replaces you might need to do. - use an Access VBA function. But that will require that you connect to your Access database using DDE. So no points for whoever didn't just make it very easy to insert pictures from a merge in the first place... Peter Jamieson > Thanks Peter and yet again, sorry. > [quoted text clipped - 320 lines] >> >> >> >> >> > >> >> >> >> >> > Thanks for any help, JohnB Hi folks I have been following your discussion intensely since yesterday afternoon to 22/6/05 when I started to do the same exercise. I think you’ve already cracked it. The coding I’m using is and that is using just a straight reference code in the worksheet all the extensions are in the merge field. What you have to do is merge to a new document or your pages press Ctrl+A to select all the fields and then press F9 to update all the fields you will now find that your pictures are in the right place. I’m working with office word 2003 and Excel I am assuming this is going to work with the earlier versions that you’re working with. This is fine if you’ve got a picture for each page otherwise it appears to default to the picture that was there before the mail merge. My thought to get around this is possibly set up the mail merge with a dummy image saying no PICTURE AVAILABLE unless anybody has a better suggestion. I thank you all for your help it has been very interesting and I’ll keep watching this space.  SignatureAll the very Best Bob K > You are right about the doubling up of backslashes, and you may also need to > know that if you are using a UNC pathname where you would have [quoted text clipped - 269 lines] > >> >> >> >> > to > >> >> >> >> > appear on their own. Sorry I didn't see the coding didn't paste. { INCLUDEPICTURE c:\\cbs\\pubpics\\{ MERGEFIELD “PicRef” \* upper }.jpg} by the way what dose the [ \ * upper ] refer to? SignatureAll the Best Bob K > Hi folks > I have been following your discussion intensely since yesterday afternoon to [quoted text clipped - 262 lines] > > >> >> >> >> > > >> >> >> >> > Hi Peter. You don't need it. It just changes the case of the text to upper case. Peter Jamieson > Sorry I didn't see the coding didn't paste. > { INCLUDEPICTURE c:\\cbs\\pubpics\\{ MERGEFIELD "PicRef" \* upper }.jpg} [quoted text clipped - 337 lines] >> > >> >> >> >> >> > >> >> >> >> > Hi Peter. Thanks for such a comprehensive reply. I dont have the knowledge to allow me to do the things you suggest so I think Ill just have to accept that I cant merge Images in the way I want to. Still, it was interesting. I know a lot more about mail merge than I did at the start. Thank you for all of your help and for being patient. Cheers, JohnB > You are right about the doubling up of backslashes, and you may also need to > know that if you are using a UNC pathname where you would have [quoted text clipped - 269 lines] > >> >> >> >> > to > >> >> >> >> > appear on their own. |
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