mail merge

hi,

can anyone tell me how do i go about creating mail merge.


pls advice
nono

nono,


How do you want to do it just using MS Word?

or


Do you want to use MS Word for the document and Access for the data source?

or

Do you just want to use Access?


Regards,

hi john,

i wish to use the 2nd option!
any idea how to start to go abt it??

thanks!

nono,

Firstly set up access as you data source.

Create a table or tables to hold you information.

For Example you may want to use names and address etc, so set up a table with this information and then check the help in word for "Data sources you can use with Word".

The process is very easy, however like any database you must set up your tables correctly.

Give it a try and let us know how you are going.

Regards,

hi jack,

i know what u mean. maybe i did not make myself clear enough, actually what i want is not having to create a mail merge manually, instead the requirement for user is that the user will actually have a form with a mail merge button and a combo box to choose the word doc to be mail merge.
they will select the word doc in the combo box,click on the cmdMailMerge button and the thing will just merge up.

i have actually no idea how to start to go about it.
i have created a combo box but how do i link the word doc into it??

any idea how to start?

nono

Why not run this from Word once you link the source (being in Access) then it will stay linked. You could add, delete or edit the information in access and the link will remain as long as you don't change the path or name.

Before you start setting this up you have to consider several things;

Will the wording of the document change each time it is produced?

Will there be any input from the user during the merge?


Will the underlying query be changed each time (e.g. date ranges etc.), if so how will the user make these changes and will they be done via word or access?

If you want to, let me know what you are going to use the merge for.

I have set up merges for companys that run vehicle service departments. They wanted to send out reminders to customers who has not been into have there car serviced for the last 6 months or estimated milage. In these cases the document (except for date and this is done using word fields) never changes, the dates last services, description of vehicle customer name and address etc all comes from access. If a customers' address had changed you made the changes in access and nothing had to be done with word.

Hope this helps,


Regards,

hi jack,

the example u gave is actually what i want. let say if i create a report (same as word doc format) using ms access instead of word doc, will it be easy that the combo boxes can be implemented. this is becoz due to different scenarios on the records, they will have to create different merge with different report based on that form.

example,

in a form, there are many records (customer). at any point of time and circumstances, base on that present record they are viewing, they want to create a mail merge. and from there the user will choose the **file from the combo box to make a mail merge with that particular record.


**file = is the report that i told u i want to create it manually using ms access instead of word doc.

whichever way is easier, either report or word doc.


thanks for reply
nono

hi jack

for your reference!

thanks!

I have just opened you sample what is this in the query?

IIf([indoor sports desc]="","",[indoor sports desc])

When you have setup you table with customer names, addresses etc send me a copy and I will have a look at it. I would keep the customer table on its own.
For the "Sporting" things we could create a subForm.
That way we can have one Customer with many activities.

With your customer table make sure you have

CustomerID (AutoNumber) PK
CusTitle
CustFirstGiven
CustSeconGiven
CusSurname
CusStreet
CustTown
CusPostCode
CusState
CusPhone
CusFacsimile
CusMobile
CusEMail

All the above should be text type except CustomerId

You should substitute your local interpretation of PostCode and State.

By the way my name is John not Jack.



Regards,

hi john,

sorry to mistaken the names......

the query is just some testing for my own, the following attachment will be a better one for your reference.

the attachement actually consists of a db and a word doc.
there is a report in the db that i was suggesting for the mail merge. i do not know which way is a better way to do it so i really need some advices.

i really hope that u will understand what i am trying to do??

by the way y do i have to create a new table?? pls advice.


nono

Nono,

Yes start with a new database and create a new table for the customers.

Do things "One step at a time" when you have created the table and have some information in it then send it to me and I will have a look at it.

Don't worry about memo fields or merge documents let get the Customer table right.

If you don't want to do that then, I cannot be of any more help.

The same with you post re the memo fields, what you are doing makes no sense to me. You have 2 fields that you combine in a memo field and then want them made to look like the 2 fields.


Regards,

hi,

i am most glad that u would want to help me.
thanks!

the attachment is the new db that u wanted.


thanks a million!!!
nono

Nono,

The table is wrong, use the fields that I posted about three days ago.

The table you sent me, would be no good for a merge letter it has no address etc.


Regards,

hi john,

i may have caused a lot of misunderstanding to get this mail merge out. this is partly becoz of some confidential data that i cannot disclosed therefroe i can't really tell why do i need to do a mail merge or why is there redundant fields???

i hope u can understand. thanks!

i have attached the db with only a table. i hope this is the correct one that u want.


thanks again!!!!

nono,

We might as well close this one as well, I have asked you twice to do the table with with fields I suggested and you send me the same old db.

Regards.