how to do mass merge docments into a letter head template

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Guest

I have created a merge system in access 2002 and mail merge. is it possible
to merge the new documents directly into a letter head template. I need help
badly or I have a lot of cut and pasting to do
 
Duane said:
You might get a quicker and better answer in a Word NG.
Click to expand...

This is true, though I wouldn't mind answering if I knew more about what
is going wrong. Does your Access Query that produces the stuff to be
merged work properly? If not, fix it. If so, can you set up a simple
page in Word using Mail Merge that will display records from your Query?
Apparently something isn't working, but without details it's hard to
tell what.

-- Vincent Johns <[email protected]>
Please feel free to quote anything I say here.

 
I do not have a query yet as I am new and just pounding along my thought is
that I would create a macro but I still do not know enough yet. Do you think
a macro would work? If so how would you build it
 
justchipper said:
I do not have a query yet as I am new and just pounding along my thought is
that I would create a macro but I still do not know enough yet. Do you think
a macro would work? If so how would you build it
Click to expand...

No, not a Macro (that's for combining one or more actions that you might
do, for example, using Menu choices).

I assume you have the basic information (names, addresses, &c.) in one
or more Tables. (If not, please do it now, otherwise Access won't help
you at all.)

You need to set up a Query based on the one or more Tables that contain
your information. The Query can, if you wish, combine [First Name] and
[Last Name] fields into a single field value, can include fields from
more than one Table, can display just a subset of the fields (maybe omit
the [Nickname]), can display a specified subset of the records (maybe
omit any that are out of town), can set the sorting order, etc. Or a
very basic Query can just display everything in the Table and do nothing
else.

(Why not just use the raw Table, you might ask? It's because, once you
have a Query, you can easily change it to suit your needs without
risking damaging your Table, which is the only place that any real data
are stored. The Query is a set of instructions for displaying the Table
contents, although it looks and acts a lot like a Table.)

Having defined your Query, which I think it is essential that you do,
then you can look at it in Query Datasheet View and decide if you agree
that the list is what you want to use. If so, save and close the
database file, and use Word's Mail Merge to grab its data from the Query
you just defined. I think Mail Merge will let you override the sorting
order, and it will definitely let you choose which fields you want to
use and where to put them in your form letter.

At this stage, you don't need to use anything fancier, such as Forms
(used for data display and editing, more flexible than Queries but
trickier to set up) or Reports (since you're using Word to do your
formatting) or Web Pages (since you're not using the Web here) or Macros
(since you're setting this up just once, for now) or Modules (since
those are needed only for actions that you can't do in other ways, and
are way trickier than Queries to write).

-- Vincent Johns <[email protected]>
Please feel free to quote anything I say here.

[...]
 
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