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Individual records exported to word mail merge?

P: n/a
Hi I wonder if anyone can help? I have looked through prevous posts and
cant find any answers that fit what I need to do. For reference I am
using Access 97 and Word 97.

I want to be able to have a client record open in a form and click a
button and for that particular record to merge with a preformatted word
doc. I have created a query that gives me all the fields I need (as
they are over multiple tables) and I can successfully combine this into
a mail merge. But it currently takes *all* the records and I want it to
only do the current one. I also want user to be able to click a button
somewhere on the form that automates this process for him. Is this
possible?

I have investigated transfertext and filled in what I think I should
have but it seems to do nothing. It creates another (unopenable) file
in the same folder as the word doc and does nothing else. But I am
using the 'export word for windows merge' in the tranfertext action?

If I can only crack this I will be happy! Many thanks in advance for
any help

DD

Nov 13 '05 #1
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8 Replies


P: n/a
Albert Kallal has made a really cool solution for this... beats the
hell outta me where his website went to, though. Search this NG, and
you'll find it.

The other solution is to filter your query better.
SELECT...
FROM...
WHERE IDNo = Forms!MyOpenForm!MyPKField;

And then if you merge off that, you get one record.

Nov 13 '05 #2

P: n/a
<dd*****@yahoo.co.uk> wrote in message
news:11**********************@g44g2000cwa.googlegr oups.com...
Hi I wonder if anyone can help? I have looked through prevous posts and
cant find any answers that fit what I need to do. For reference I am
using Access 97 and Word 97.

I want to be able to have a client record open in a form and click a
button and for that particular record to merge with a preformatted word
doc. I have created a query that gives me all the fields I need (as
they are over multiple tables) and I can successfully combine this into
a mail merge. But it currently takes *all* the records and I want it to
only do the current one. I also want user to be able to click a button
somewhere on the form that automates this process for him. Is this
possible?

I have investigated transfertext and filled in what I think I should
have but it seems to do nothing. It creates another (unopenable) file
in the same folder as the word doc and does nothing else. But I am
using the 'export word for windows merge' in the tranfertext action?

If I can only crack this I will be happy! Many thanks in advance for
any help

DD


Just change the design of the query so it returns only one record.
Typically this is done so that it references the open form, e.g.
WHERE ClientID=Forms!frmClient!ClientID

However, mailmerge is not the only technique for this - for a single record
your template could have text entries like
[[ClientName]]
[[ClientAddress]]
[[Date]]
etc
These are looked up from your form/query and replaced using automation.

Nov 13 '05 #3

P: n/a

pietlin...@hotmail.com wrote:
Albert Kallal has made a really cool solution for this... beats the
hell outta me where his website went to, though. Search this NG, and
you'll find it.

The other solution is to filter your query better.
SELECT...
FROM...
WHERE IDNo = Forms!MyOpenForm!MyPKField;

And then if you merge off that, you get one record.


Hi thanks for the reply. I have managed to do this using a filter
[Forms]![Client Details]![Client ID] on the client ID field. So now
when you open the document it prompts for client ID and then displays
the merged document. Which is great! But is there a way to do this from
a click of a button in access? (ie coding a command button). My users
would get confused with too many steps I fear!
Many thanks for your help!
DD

Nov 13 '05 #4

P: n/a
Hi Justin thanks for your reply. As I have said above I have managed
now to filter the query so it only pulls one record in. But still means
I need to go into the doc manually and run the query and merge. Is
there anyway to automate that through a command button. Also I dont
understand your other non mail merge solution. Can you explain futher?

Many thanks for your help!
DD

Nov 13 '05 #5

P: n/a
<dd*****@yahoo.co.uk> wrote in message
news:11**********************@g14g2000cwa.googlegr oups.com...
Hi Justin thanks for your reply. As I have said above I have managed
now to filter the query so it only pulls one record in. But still means
I need to go into the doc manually and run the query and merge. Is
there anyway to automate that through a command button. Also I dont
understand your other non mail merge solution. Can you explain futher?

Many thanks for your help!
DD


You use automation to start MS Word and fill in the values based on your
form or query.
I could send you an example if that is your real e-mail address - (I don't
post a real one here)
Nov 13 '05 #6

P: n/a
Yes Justin that would be great! Address is real (more fool me I
suppose!)
Cheers for that
DD

Nov 13 '05 #7

P: n/a
All you really need to do is go to the record you want to filter for in
single record view. (continuous forms will cause it to have a fit and
not work).

if your form is in Singe Form View, you should be fine. Otherwise, you
may have problems. Assuming that to be the case, if the unique ID
(primary key, usually) is on the form, you can just write a query:
then when you merge, the query will only return one record, so that's
what you'll get when you run the merge.

Nov 13 '05 #8

P: n/a
my solution can be found here....

give it a try...

http://www.members.shaw.ca/AlbertKal.../msaccess.html

--
Albert D. Kallal (Access MVP)
Edmonton, Alberta Canada
pl*****************@msn.com
http://www.members.shaw.ca/AlbertKallal
Nov 13 '05 #9

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