Mail Merge - Editing multiple entries

[RS]

Is there a way to edit multiple entries in the data source for Word 2003?
i.e. if I want all the ave. to read "Avenue". I know I can do this at the
end of mail merge, but I would like to have it in my main data source.

Thank you for any assistance you can offer!!

RS

 

[Graham Mayor]

How easy this will be will depend on the nature of the data source.
You can edit addresses individually through the 'Mail Merge Recipients' tool
on the merge toolbar
(http://www.gmayor.com/mail_merge_labels_with_word_xp.htm )
or
you may be able to edit the data source in the application in which it was
created
or
You can use the old Mailmerge helper
http://www.gmayor.com/mail_merge_labels_with_word_xp.htm to edit the data
source, which entails converting it to a Word document, which must then
replace the original data source. You can use the replace function to make
global changes to that document.

--
<>>< ><<> ><<> <>>< ><<> <>>< <>><<>
Graham Mayor - Word MVP

My web site www.gmayor.com

<>>< ><<> ><<> <>>< ><<> <>>< <>><<>

 

[Peter Jamieson]

If
a. your address list is an "Office Address List" (OAL, a special type of
..mdb) and
b. you have Access and
c. you feel comfortable using SQL,

then you can certainly try editing your data using Access and SQL.Although
this appears to work, I haven't used it much, and you should back up your
existing OAL before using this technique

However, if you try this I suggest that you do not open the OAL directly in
Access because you then risk damaging its structure, which is quite
fragile - and that would mean that Word will not see it as an OAL and you
will probably lose the ability to edit the records in the Form that Word
provides.

Instead, you can create a new blank database (let's call it editoal.mdb and
use Access File->get External Data->Link tables to create a link to the
Office_Address_List table in your OAL (an OAL has a single table called
Office_Address_List and a single query called Office Address List)

Then you can create a Query in your new database. From the database panel, I
usually do Access Insert->Query, select Design View, OK, then Close when I
get to Show Table. Then you have a blank Query Design panel. RIght-click on
the Query title bar and select SQL View (Access regulars may have a much
quicker way to get there).

Then enter your UPDATE query, e.g.

UPDATE Office_Address_List SET [Address Line 1] = replace([Address Line
1],"ave.","Avenue")

(that would update all [Address Line 1] fields, but actual change would only
occur in the ones that contained the text "ave.")

And click the ! button to execute the query. The changes should occur
immediately, but you may need to move records or re-open the Edit Recipients
dialog in Word to see the changes.

If you save the query, to edit it all you need do is select the query in the
Database panel, right-cick and select Design View.

Working this way you can keep both Access and Word open and retain the
features of the OAL. Of course, if you do not mind losing the OAL's special
features there is nothing to stop you opening the OAL directly in Access.
You can link to different OAL's from the same .mdb either as and when
requied (it doesn't take long) or you can give each linked table in
editoal.mdb a distinctive name.

If your data source isn't an OAL then I think Graham has already covered the
ground.

If your data source is an OAL but you do not have Access you could execute
this kind of query using Word VBA, but let's not go there just yet.

 

[RS]

Thank you both! I like using Access, but decided go the Excel route as I was
sending it to someone who likes Excel better.

Thanks, again!!

RS

If
a. your address list is an "Office Address List" (OAL, a special type of
..mdb) and
b. you have Access and
c. you feel comfortable using SQL,

then you can certainly try editing your data using Access and SQL.Although
this appears to work, I haven't used it much, and you should back up your
existing OAL before using this technique

However, if you try this I suggest that you do not open the OAL directly in
Access because you then risk damaging its structure, which is quite
fragile - and that would mean that Word will not see it as an OAL and you
will probably lose the ability to edit the records in the Form that Word
provides.

Instead, you can create a new blank database (let's call it editoal.mdb and
use Access File->get External Data->Link tables to create a link to the
Office_Address_List table in your OAL (an OAL has a single table called
Office_Address_List and a single query called Office Address List)

Then you can create a Query in your new database. From the database panel, I
usually do Access Insert->Query, select Design View, OK, then Close when I
get to Show Table. Then you have a blank Query Design panel. RIght-click on
the Query title bar and select SQL View (Access regulars may have a much
quicker way to get there).

Then enter your UPDATE query, e.g.

UPDATE Office_Address_List SET [Address Line 1] = replace([Address Line
1],"ave.","Avenue")

(that would update all [Address Line 1] fields, but actual change would only
occur in the ones that contained the text "ave.")

And click the ! button to execute the query. The changes should occur
immediately, but you may need to move records or re-open the Edit Recipients
dialog in Word to see the changes.

If you save the query, to edit it all you need do is select the query in the
Database panel, right-cick and select Design View.

Working this way you can keep both Access and Word open and retain the
features of the OAL. Of course, if you do not mind losing the OAL's special
features there is nothing to stop you opening the OAL directly in Access.
You can link to different OAL's from the same .mdb either as and when
requied (it doesn't take long) or you can give each linked table in
editoal.mdb a distinctive name.

If your data source isn't an OAL then I think Graham has already covered the
ground.

If your data source is an OAL but you do not have Access you could execute
this kind of query using Word VBA, but let's not go there just yet.
--
Peter Jamieson
http://tips.pjmsn.me.uk

Is there a way to edit multiple entries in the data source for Word 2003?
i.e. if I want all the ave. to read "Avenue". I know I can do this at
the
end of mail merge, but I would like to have it in my main data source.

Thank you for any assistance you can offer!!

RS