MailMerge with Word - Big Problem (I think)

[Guest]

I'm trying to do a mailmerge in word with my data in Access. My problem is
that I need to insert a choice of paragraph based on a selection I make
(selection is a field choice). this part I'm managed to resolve in a query
but the problem progresses as follows:
Paragraph Option 1: requires one bit of data inserted into the middle of the
paragraph
Paragraph Option 2: requires maybe 4 bits of data inserted into various
parts of the paragraph to complete it and...
Paragraph Option 3: might have another few options inserted into the paragraph

Each paragraph is completely different and the two not selected are complete
irrelevant to the record.

I'm really stuck and would greatly appreciate any advice/assistance!!!

Regards,
Rene (SA)

 

[UpRider]

Rene, it's unclear what you want. Does Option 1, 2 and 3 inserted data
concern data extracted from Access inserted into Word main document fields?
If so, it's not an Access problem at all; it's a Word mailmerge question.
If the problem is in your Access code inserting variables into existing
strings (paragraphs) then it is an Access question and the mailmerge is
irrelevant. Please clarify.
UpRider

 

[Guest]

I'm trying to create a legal document with is getting its information from
Access. I'm not sure where to put the paragraphs (ie. into tables, reports or
in Word). My problem is that at various stages throughout my document a
certain paragraph needs to be inserted based on a previous field choice and
within these inserted paragraphs there will be additional
selections/choices/information which needs to be inserted.

for example: The document is a Loan Application and one of the paragraph
choices needed to be made is about the property of the applicate, ie. do they
own or rent their property. If they own, then the inserted paragraph is
fairly standard with a field within it inserting info on the actual property
and if the property is rented, then that particular paragraph needs
information on the landlord.

I hope I'm making more sense.

I'm basically hoping that all my fields etc can be captured into access, a
query or something generated from that info filling in the paragraphs and
then the final output sent to word for printing.

I have managed to get it to work using queries where I type in the paragraph
using a IIF statment but access has a limit of 2048 characters in the
expression builder which is not enough if I do it this way around.

Thank you for your help!!

 

[UpRider]

Rene, from what you've told me, my first choice would be to generate the
entire letter as an Access report. Memo fields can hold 65356 characters or
so, and you can have more than one.
My second choice would be to use Word mail merge. I would do as much
paragraph building as possible in Access and then have the mail merge insert
those entire ready-to-go paragraphs into the Word document as fields.
hth, UpRider

 

[Guest]

Hi UpRider,

Thank you for your help but is it possible to have another field inserted
into a memo field.

My user needs to select one of the following paragraphs and then depending
on which one is selected, they then need to fill in additional information,
as follows:-

PARAGRAPH1
'Property' means the immovable property described as [insert full property
description] and includes all buildings on and improvements to the Property,
and 'Properties', if more than one, is to be construed accordingly;

PARAGRAPH2
'Property' means a sectional title unit consisting of section number [insert
number] in the sectional title scheme known as [insert name in full] together
with an undivided share in the common property of such sectional title scheme
and includes, where applicable, any right of exclusive use, and 'Properties',
if more than one, is to be construed accordingly;

PARAGRAPH3
'Property' means the Borrower’s entire right, title and interest in and to
the notarial deed of lease entered into between [insert full name and
identity or registration number of landlord] and the Borrower in respect of
the immovable property described as [insert full property description], and
'Properties', if more than one, is to be construed accordingly;

I have created a drop down in my table which allows me to choose Paragraph
1,2 or 3 and then I need to ask for the relevant information required by the
selected paragraph and this is where I'm stuck!!!

Again, thank you for your advice!!

Regards,
Rene

 

[UpRider]

You can create the paragraphs in Access:
Paragraph1="'Property' means the immovable property described as " &
txtFullDesc _
& " and includes all buildings on and improvements to the Property, " _
& " and 'Properties', if more than one, is to be construed accordingly;"

Then print the strings in your report. This example does not use mail merge
fields.

HTH, UpRider