Mail Merge

[Nick T]

Hi,
Havnt got a clue where to start on this one.....

Is there a way, where i can use a command button on a form & automatically
send names & addresses from my DB to a word document in the form of a mail
merge?
I havnt done mail merge before, so laymans terms would be helpful.

I can do this from word to my db, however can this be controlled the
otherway around? eg, from my db to word??

Thanks

 

[Stockwell43]

Hi Nick,

Try this:

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

 

[Nick T]

Hi, Thanks for the link - its great, but puzzling me a bit.

Got some of it working, but hit a stumbling block.

Im following the instructions etc, however, iv added my template, but when
clicking 'ok - merge to Word' button, the word doc is opening but it asks me
to set Header Record Delimiters (?????)

It also doesnt seem to be adding the names & addresses in the query i have
selected.

Where am i going wrong? This seems sooo good!
Thanks for the help,

 

[KARL DEWEY]

I use Access database with Word mail merge. Data is loaded
in Access and pulled out using a query to select what you want and the Word
document.

Word Mail-Merge--- Open a blank Word document, click on menu TOOLS -
Letters and Mailings - Mail Merge. It opens an additional window on the
right and has step-by-step instructions and choices. You can also backup in
the process. Works fine for me.

 

[Nick T]

Ok, Im slowly getting there!

I'v modified my template & inserted an address block in m word doc template.
However, i have 6 fields in my address block which i want - FirstName,
LastName, Address, Town, County, PostCode.

However, my address block is only merging FirstName, LastName, Address and
PostCode. It seems to be missing out the Town & County fields.

Any suggestions??

Thanks

 

[Albert D. Kallal]

When you go "modify" template, you should be able to inserts any of the
fields you need. However, those fields from the table MUST be part of the
form you trying to merge....

Does those additional fields appear on your form?

 

[Stockwell43]

Hi Nick,

I have used it several times and it worked fine. You do have to make sure
that the field names in your table are the same as on your word doc or it
load (basically what albert said). Karl is giving you another alternative
which also works well. I like Albert's because you can either merge one doc
or multiple docs.

 

[Nick T]

Ok, getting frustrated by this now.....struggling a bit!

so, i click modify my template & i get a blank word doc up.
I then click 'insert' 'field' and select 'Adderss Block'
If i then click 'view merged data' on my word doc. it only displays 3 of my
5 fields which are in the query i am trying to merge from, so i get an
address displayed such as:

Nick Thom
123 street name
Postcode


Whereas, i need my address to be displayed in full, ie, with the town &
county.(?)

However, if in the word doc. i 'edit address block', and match the fields
next to 'city' and 'state', these being listed in the dropdown as 'town' &
'County', it does work. So, i save my word doc. but when i go into it
again, it doesnt save these settings???

Any suggestions??

Thanks

 

[Stockwell43]

Nick,

You need to make sure you add the two other fields when you click Modify
template. Then place your field names one at a time in between double arrows
«LMACCT» and click ok. make a copy of the Contacts1 form and replace those
fields with yours and tie the form to the table or query. When you click
single doc or all docs it will bring up the other form. Make sure you select
the document and click merge. I just tried it and it worked fine. However, if
you are uncomfortable working with this here is a link that might help. It
gives you step by step instructions and a download that you may fine easier
to manipulate.

http://www.databasedev.co.uk/access_mail_merge.html

This link is going through word and tying in your database.

http://www.functionx.com/mailmerge/access.htm

 

[Nick T]

Simple when you know how!!

Sorted now, thanks for the help.

Next question if you dont mind - bit simpler this time!
I want to protect my db a bit, so if i open my db, and go to tools, startup,
i can deselect various check boxes.
This seems to be able to protect my db to an acceptable level for my needs,
however, one question.......how do I undo this?? I did this and then couldnt
undo it because the required tools options are not displayed- just as well i
had a copy of my db!

Any suggestions,

Thanks again!

 

[Albert D. Kallal]

Simple when you know how!!

Sorted now, thanks for the help.

So, you were choosing the built in word fields..and not selecign from the
merge field list....

Next question if you dont mind - bit simpler this time!

Bad idea to tag this question right in middle of a 100% differnt topic. No
one will have a clue that you asked a new question.

I want to protect my db a bit, so if i open my db, and go to tools,
startup,
i can deselect various check boxes.
This seems to be able to protect my db to an acceptable level for my
needs,
however, one question.......how do I undo this?? I did this and then
couldnt
undo it because the required tools options are not displayed- just as well
i
had a copy of my db!

Any suggestions,

You most certainly can, and should hide all of the ms-access interface. The
options to complete hide and keep people out of the ms-access interface can
easily be done using the tools->start-up options. Using those options allows
you to complete hide the ms-access interface (tool bars, database window
etc).

Also, using these options means you do not have to bother setting up
security.

Try downloading and running the 3rd example at my following web site that
shows a hidden ms-access interface, and NO CODE is required to do
this....but just some settings in the start-up.

Check out:

http://www.members.shaw.ca/AlbertKallal/msaccess/DownLoad.htm

After you try the application, you can exit, and then re-load the
application, but hold down the shift key to by-pass the start-up options. If
want, you can even disable the shift key by pass. I have a sample mdb file
that will let you "set" the shift key bypass on any application you want.

You can get this at:

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

Of course, during development, you will hold down the shift key so your
startup settings don't run. You then develop for awhile, and then to test in
"user" mode, you exit..and then re-enter the application without the shift
key bypassed. You will likely do this dance all day long as you run/test as
user mode, and then flip back in to developer mode (shift key used..so you
don't get the main custom menu). So, you can't develop, or really modify
things when you run your application with the startup settings...so you must
shift-by-pass them when you want to work.

And, in fact, I use alt-f4 to exit the application...the mdb file should
still be highlighted in the windows explore..so, then you hit enter key
(and, hold down shift key if you need be). This key stroke sequence and
exiting and re-entering the application will occur CONSTANTLY all day long
when you are developing.

When you finally have things just right...you create the mde, disable shift
key for the mde and then distribute that to your users.

 

[Stockwell43]

Hi Nick,

You are quite welcome!!! Although I don't work with Access everyday, I am
self taught and I learned A LOT from this forum. This people are very
intelligent with Access but sometimes when you post your question you need to
be sure to ask them to simplify the answer so they know how to post back.

Now for your question. When you open the database and the security warning
pops up(if using 2003) before you click open hold down the shift key and keep
it down, then click open but don't let go of the shift key and that will
bypass your start up form and get you to the guts of the database. If you are
using Access prior to 2003, then hold the shift key down before clicking on
the icon and again don't let go until the database is opened.

As a last option if something went wrong and you are not able to open it
that way, you can import the database to a blank database.

1. create a new blank database.
2. when opened, right click in the database window and select Import.
3. your directory window should open and from there you select the database
can't open.
4. once selected it will open to show you all the tables, forms, reports
etc.. click on each tab and select everything from each tab.
5. Click ok and access will import everything from your old database into
the blank one. Now your kind of starting out fresh. Everything is still the
same and you didn't lose any information but you no longer have a start up
form.

This is also a good thing to know if sometimes your database gets corrupted
sometimes this importing thing works. Also, ALWAYS be sure to make a copy of
your database before doing anything just in case.

I hope this helps. If you have any problems or questions with what I
explained post back and I'll clarify what your stuck on. If not I'll take
everything went ok and in that case, have a great weekend!!!!