Need help with access - trying to create a school transcript using existing data

[M.moyers]

I am trying to create a form using existing data (student, courses, grades). I have a trasncript template created in word and would like to populate it with student data from a form and subform created in access. I am STUCK and am hoping for some help.

Thanks,

Misty

 

[alow]

If you know the tables or query that the actual data is in within the Access database, you could use a mail merge in Word with the database as the data source. You can use something like this as a general guide to start with. Let me know if that works for you, or if you need further help with it. Good Luck and welcome to the forums!

 

[M.moyers]

I have tried this. The probelm is that I need data from different tables to be brought into the document. I have students, courses, and grades. I need to create a transcript for each student that will list their name, id#, date of birth and then I need to be able to list the courses they have taken, date, and grade. I have created this in access, however, I need to bring the data into a word document so that it can be printed on secure paper.

 

[M.moyers]

OK, so now I have the mail merge document working, however, it is creating a page for each class that the student has a grade for.

For example, if Student A, took Chemistry, Science, and Math and they have an A for each class, I am getting a separate page for each class they took. How can I do the mail merge and only create one sheet that lists all the classes Student A took?

 

[alow]

The problem with the mail merge is that it wont quite do what you want. The mail merge will do 1 page per record, which will make it a little difficult for you. I'm not necessarily saying it's not possible to merge multiple records into one page of a Word document, but I've never done it. Another possibility you have would be to create a report with a sub report of classes within Access and then print it from there. This will work similarly to creating the form and there are some basic instructions here.

 

[alow]

That's what I'm not sure of, because the way a mail merge works it will pull each record (and I'm assuming you have each class in a different record) onto a different page. The only way that I know of that you could have them all come into one sheet is if each class is its own field. Then you would create a merge field for each class field and it would work. That would be generally poor database design if you set it up that way though.

 

[alow]

Gah, didn't realise that was a spammer.... lol. Touche averocks...touche...

 

[M.moyers]

What if you set it up as a directory?

 

[alow]

You can certainly give it a try, it's not something I've done before with something like this. The only time I've worked with a mail merge to a directory is with one record per line, which I don't think will give you the desired result.

 

[M.moyers]

I have tried this, but I am still not able to get my desired result. Thank you for your help. Do you have any other suggestions?