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merging Access query into Word document HELP

P: n/a
Hello, I have a query set up in Access. I run it monthly, changing
"date of test". I would like this query to be merged with a Word
document so that the cover letter is created in Word, the fields from
Access are automatically filled into the Word document. The query
could be anywhere from 0-5000 names, one cover letter per name. AND to
this cover letter for each applicant, there has to be attached a two
page document. How in the world can I do this? I've tried the
suggestions and am still stumped. I truly need step by step
instructions on this one. I know these two programs are awesome and
work well together, the middleperson/me is having operator error
syndrome or something. I need clarity and direction. Thank you.

Feb 15 '07 #1
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8 Replies


P: n/a
<ba*********@msn.comwrote in message
news:11********************@v45g2000cwv.googlegrou ps.com...
Hello, I have a query set up in Access. I run it monthly, changing
"date of test". I would like this query to be merged with a Word
document so that the cover letter is created in Word, the fields from
Access are automatically filled into the Word document.
The above feature is built into word, and is very easy to do.

The query
could be anywhere from 0-5000 names, one cover letter per name.
Again, the above is not a probem, you can have a word merge use
a query.
AND to
this cover letter for each applicant, there has to be attached a two
page document.
Why not skmply place teh additonal two pages into the docuemt with the
covner letter. That way, you exeicte a merge, and the reulst will be a 3
page doucment.

If there is some type of complex selection logic you leaving out, such as
that two page document is a different document for each user, then you have
a VERY complex software problem to solve, and it is not easy at all.
However, if you can just add the two pages to the cover letter, and use that
for the one monthly merge, then you should be ok.

You can use my super easy word merge here:

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

The above will do the first suggestion no problem at all. If that two page
document is to be a different document for each person, then you have a very
complex word merge, it will requite some excellent software development
skills on you part.

So, a bit of clarification on those two extra pages will result in this
being easy to do, or very hard...which camp you fall in right now is not at
all clear with the information you given. The first merge is easy as
pie...the 2nd problem could mean 1000's of dollars in software
development....
--
Albert D. Kallal (Access MVP)
Edmonton, Alberta Canada
pl*****************@msn.com


Feb 15 '07 #2

P: n/a
On Feb 15, 1:18 pm, "Albert D. Kallal" <PleaseNOOOsPAMmkal...@msn.com>
wrote:
<babyange...@msn.comwrote in message

news:11********************@v45g2000cwv.googlegrou ps.com...
Hello, I have aqueryset up inAccess. I run it monthly, changing
"date of test". I would like thisqueryto be merged with aWord
documentso that the cover letter is created inWord, the fields from
Accessare automatically filledintotheWorddocument.

The above feature is builtintoword, and is very easy to do.
Thequery
could be anywhere from 0-5000 names, one cover letter per name.

Again, the above is not a probem, you can have awordmergeuse
aquery.
AND to
this cover letter for each applicant, there has to be attached a two
pagedocument.

Why not skmply place teh additonal two pagesintothe docuemt with the
covner letter. That way, you exeicte amerge, and the reulst will be a 3
page doucment.

If there is some type of complex selection logic you leaving out, such as
that two pagedocumentis a differentdocumentfor each user, then you have
a VERY complex software problem to solve, and it is not easy at all.
However, if you can just add the two pages to the cover letter, and use that
for the one monthlymerge, then you should be ok.

You can use my super easywordmergehere:

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

The above will do the first suggestion no problem at all. If that two pagedocumentis to be a differentdocumentfor each person, then you have a very
complexwordmerge, it will requite some excellent software development
skills on you part.

So, a bit of clarification on those two extra pages will result in this
being easy to do, or very hard...which camp you fall in right now is not at
all clear with the information you given. The firstmergeis easy as
pie...the 2nd problem could mean 1000's of dollars in software
development....

--
Albert D. Kallal (AccessMVP)
Edmonton, Alberta Canada
pleaseNOOSpamKal...@msn.com
Thank you so much Albert for your response to my call for help. My
two page document is the same for all of the applicants. So I take the
easy street on that one. However, when I tried that, the # of pages
allowed in the Access form document Design View, will not allow that
many lines. Is there some way to increase the allowable lines per
page? I did insert a page break so that the form would print 1) cover
page with one individuals name to its own page and 2) the first page
of the 2 page document and 3) the second page of the 2 page
document..its just doesnt work that way.
I dont understand much about Code writing. So your super easy word
merge solution is out of my league at the moment. Ideally, I would
like the two page document to be inclusive of the 1 page cover letter
in an Access form. Whatcha think?

Feb 16 '07 #3

P: n/a
My
two page document is the same for all of the applicants. So I take the
easy street on that one.
Good, my suggestion was to thus include that document part in the word
document. Great...
However, when I tried that, the # of pages
allowed in the Access form document Design View, will not allow that
many lines.
Huh? (as I hear that screeching sound as a car crashes and the glass starts
to break).

If the document is the same for each person, then simply include that
document in the word document. As I said, easy as pie. We only
thus have to merge to a word document, and we are done.

It entirely possible that you are telling me you are holding a rope, but
are leaving out the detail that cow is attached to that rope!!!
Ideally, I would
like the two page document to be inclusive of the 1 page cover letter
in an Access form. Whatcha think?
Well, either you build this all in word, or all in ms-access. I was
under the impression that you were deciding to use word, now
we seem to be using the ms-access report writer. You need
to make a choice here. Since using a pre-made and pre-built
word example such as mine is too difficult, then I can't see
how you would even begin to attempt to use word and
the report writer together (that is MORE difficult to do then
my example which ONLY uses word).

It seems to me that the simple solution is to build a 3
page word document. The 2nd and 3 page is that
"same" information you want, and the cover page
is where the merge fields in word will needed, but
the rest of document is just text..right?

Merging a word document and report document together is highly complex task,
and much more complex then my ready made example (one which you are unable
to use). We really backed into a corner here choice wise here.

Either build the cover page in ms-access. If you need to EXTEND the length
of the report, simply use a sub-report for each part. Drop all 3 reports
into a 4th report as "sub reports'. Drop those parts into the detail section
on the 4th report. Doing this will allow you to have a report as many pages
long as you need...

So, use word, or use the report writer..but, don't try the VERY complex
coding and engineering it takes to merge the two together..
--
Albert D. Kallal (Access MVP)
Edmonton, Alberta Canada
pl*****************@msn.com
Feb 16 '07 #4

P: n/a
On Feb 16, 11:00 am, "Albert D. Kallal"
<PleaseNOOOsPAMmkal...@msn.comwrote:
My
two pagedocumentis the same for all of the applicants. So I take the
easy street on that one.

Good, my suggestion was to thus include thatdocumentpart in theworddocument. Great...
However, when I tried that, the # of pages
allowed in theAccessformdocumentDesign View, will not allow that
many lines.

Huh? (as I hear that screeching sound as a car crashes and the glass starts
to break).

If thedocumentis the same for each person, then simply include thatdocumentin theworddocument. As I said, easy as pie. We only
thus have tomergeto aworddocument, and we are done.

It entirely possible that you are telling me you are holding a rope, but
are leaving out the detail that cow is attached to that rope!!!
Ideally, I would
like the two pagedocumentto be inclusive of the 1 page cover letter
in anAccessform. Whatcha think?

Well, either you build this all inword, or all in ms-access. I was
under the impression that you were deciding to useword, now
we seem to be using the ms-accessreport writer. You need
to make a choice here. Since using a pre-made and pre-builtwordexample such as mine is too difficult, then I can't see
how you would even begin to attempt to usewordand
the report writer together (that is MORE difficult to do then
my example which ONLY usesword).

It seems to me that the simple solution is to build a 3
pageworddocument. The 2nd and 3 page is that
"same" information you want, and the cover page
is where themergefields inwordwill needed, but
the rest ofdocumentis just text..right?

Merging aworddocumentand reportdocumenttogether is highly complex task,
and much more complex then my ready made example (one which you are unable
to use). We really backed into a corner here choice wise here.

Either build the cover page in ms-access. If you need to EXTEND the length
of the report, simply use a sub-report for each part. Drop all 3 reports
into a 4th report as "sub reports'. Drop those parts into the detail section
on the 4th report. Doing this will allow you to have a report as many pages
long as you need...

So, useword, or use the report writer..but, don't try the VERY complex
coding and engineering it takes tomergethe two together..

--
Albert D. Kallal (AccessMVP)
Edmonton, Alberta Canada
pleaseNOOSpamKal...@msn.com
Thank you again Albert. I apologize for creating conflicting
directions. Ideally, I would prefer to create the entire document in
msAccess. Here's what I have so far at this point...1) an Access table
from which I have queried for specific dates. 2) an Access Form that
produces a cover letter for each of those names produced from the
query. 3) a 2 page Word document which I copied into an Access Form.
With that in mind, what would you recommend? Thank You.

Feb 17 '07 #5

P: n/a
an Access Form that
produces a cover letter for each of those names produced from the
query. 3) a 2 page Word document which I copied into an Access Form.
With that in mind, what would you recommend? Thank You.
It depends on how complex the formatting for the 2nd two pages are, and
how often they change. (I think it would be fairly rude to have a system
in which the developer need be brought in to modify text in what amounts
to a document. So, some clients will take offence to that. (this is the same
as if you had to call Microsoft to make a new letter every time). So, I
would
likely use word in this case, as then you move this text and formatting of
a document OUT of your code (access) application part. This would allow
users of the application to modify the text and formatting of these merge
document, but not have to try and use ms-access to do this type of
formatting (reports are great for data..but, they have NO ABILITY to
format text. Thus I would likely use word.

So, I think the most easy approach is to build your cover page in word,
insert
the merge fields, and the add in the additional two pages. Then use a word
merge.

Your formatting, ease of change of the text, ease of use for users who can
modify the documents for a new merge etc is far better if you use word.

So, just move/make the cover page in word..and then paste in the additional
two pages of text. Save that, and then use a access to word merge....

it really depends on how the text you have needs to be formatted. If the
text
is quite plan, then you can try the sub-report idea I commented about, and
that
will give you the ability to build a "longer" report that looks like 3
pages.

I just think the word approach is far easer. You have this nice easy to use
document that going to look like your final product...it is easer to edit.

And, for purpose of merging, if you use my sample merge code, then you
only have to write about 2 additional lines of code to have the merge occur.
--
Albert D. Kallal (Access MVP)
Edmonton, Alberta Canada
pl*****************@msn.com
Feb 17 '07 #6

P: n/a
On Feb 17, 8:33 am, "Albert D. Kallal" <PleaseNOOOsPAMmkal...@msn.com>
wrote:
an Access Form that
produces a cover letter for each of those names produced from the
query. 3) a 2 page Word document which I copied into an Access Form.
With that in mind, what would you recommend? Thank You.

It depends on how complex the formatting for the 2nd two pages are, and
how often they change. (I think it would be fairly rude to have a system
in which the developer need be brought in to modify text in what amounts
to a document. So, some clients will take offence to that. (this is the same
as if you had to call Microsoft to make a new letter every time). So, I
would
likely use word in this case, as then you move this text and formatting of
a document OUT of your code (access) application part. This would allow
users of the application to modify the text and formatting of these merge
document, but not have to try and use ms-access to do this type of
formatting (reports are great for data..but, they have NO ABILITY to
format text. Thus I would likely use word.

So, I think the most easy approach is to build your cover page in word,
insert
the merge fields, and the add in the additional two pages. Then use a word
merge.

Your formatting, ease of change of the text, ease of use for users who can
modify the documents for a new merge etc is far better if you use word.

So, just move/make the cover page in word..and then paste in the additional
two pages of text. Save that, and then use a access to word merge....

it really depends on how the text you have needs to be formatted. If the
text
is quite plan, then you can try the sub-report idea I commented about, and
that
will give you the ability to build a "longer" report that looks like 3
pages.

I just think the word approach is far easer. You have this nice easy to use
document that going to look like your final product...it is easer to edit.

And, for purpose of merging, if you use my sample merge code, then you
only have to write about 2 additional lines of code to have the merge occur.

--
Albert D. Kallal (Access MVP)
Edmonton, Alberta Canada
pleaseNOOSpamKal...@msn.com
Thank You Albert, I could easily create the cover letter in Word, the
two page attachment document is already there. Now I have to merge the
fields from the Access table into the Word cover page document. I do
not know how to write code for Access. Are there directions here on
details of how to merge an Access table with a Word document?
Directions that are user friendly. I appreciate your expertise,
patience, and willingness to help me.

Feb 18 '07 #7

P: n/a
On Feb 18, 11:15 am, "Albert D. Kallal"
<PleaseNOOOsPAMmkal...@msn.comwrote:
You can find the merge example here:http://www.members.shaw.ca/AlbertKal.../msaccess.html

Additional instructions:

http://www.members.shaw.ca/AlbertKal...rge/index.html
andhttp://www.members.shaw.ca/AlbertKallal/wordmerge/page2.html
andhttp://www.members.shaw.ca/AlbertKallal/wordmerge/Details.htm

--
Albert D. Kallal (Access MVP)
Edmonton, Alberta Canada
pleaseNOOSpamKal...@msn.com
Thanks again Albert. I am printing this information right now.

Feb 19 '07 #9

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