How Do I mail merge one instance of every person???

[zack]

I would really appreciate some help to resolve this issue, as has got
me completely baffled.

I have an Access database containing approx 3000 students.
StudentTable contains all contact data. It is connected via a junction
table to
SubjectArea which contains details of which subject areas they have
expressed an interest in. This could be one or many subject areas.

I now want to be able to mail-merge all 3000 students a single page
letter, which at the bottom of each letter, shows a list of which
subject areas they have expressed an interest in, so that the relevant
course leaflets can be included in with the covering letter.

Currently when I try to mail-merge through Word, it producing a letter
for every instance of a student requesting a sbject area.

So for example, there are 6 letters being produced for Mr Smith because
he asked about 6 courses.
When in fact I want one letter for Mr Smith, showing the six courses he
has expressed and interest in at the bottom.

I there anyway to do this? Any pointers would be really helpful.
Thanks
Zack

[Steve]

What you would want to do is put the subjects the student is interested
in into the same record as the student is in. For example, your
resulting table should look like this:

LName FName SubInterested1 SubInterested2 SubInterested3
------------------------------------------------------------------------------------------
Adon Bob Science Astronomy Math
Anton Harry Math Physics

You can do this either with queries or by creating a new table. Once
you have this format, your mail merge will show the student and the
subjects he is interested in on the same letter.

[pietlinden]

use fConcatChild from www.mvps.org The code essentially collapses the
child records (in your case Subject Areas the student is interested in.
then you'd base your e-mail on the query instead of a table. Just
include all the fields that you want for your mail merge. I'm not
entirely sure if it will work, but you could try specifying a CrLf as
your delimiter Chr(10) Chr(13) (I think).

See:
http://www.mvps.org/access/modules/mdl0004.htm

Either that, or you can use code from Access Developer's Handbook.
There's code in there for putting invoice data into a form in Word.

[Steve]

Yes, Chr(10) Chr(13) is a line break.

[Mikal via AccessMonster.com]

I think you can do what you want from WORD. If you insert a table containing
one row into your document and insert the relevant fields into that row, WORD
will open a new cell in the merged table for each separate item.

Hope this is helpful.
Mike

zack wrote:

I would really appreciate some help to resolve this issue, as has got
me completely baffled.

I have an Access database containing approx 3000 students.
StudentTable contains all contact data. It is connected via a junction
table to
SubjectArea which contains details of which subject areas they have
expressed an interest in. This could be one or many subject areas.

I now want to be able to mail-merge all 3000 students a single page
letter, which at the bottom of each letter, shows a list of which
subject areas they have expressed an interest in, so that the relevant
course leaflets can be included in with the covering letter.

Currently when I try to mail-merge through Word, it producing a letter
for every instance of a student requesting a sbject area.

So for example, there are 6 letters being produced for Mr Smith because
he asked about 6 courses.
When in fact I want one letter for Mr Smith, showing the six courses he
has expressed and interest in at the bottom.

I there anyway to do this? Any pointers would be really helpful.
Thanks
Zack

--
"We have met the enemy and he is us." -- Pogo Possum

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