Unchecked fields are disappearing from query

[Guest]

Hello. I have a query that I have created that I want to use for two
purposes. The first is to run a report that details information on employees.
The second is to run a mail merge letter for each employer to go with the
reports I have just run. My logic is to just have one query to do both.

Here is my problem. I have the employer information in a separate table, and
it is joined to the employee information with a one-to-many relationship
based on the employer's group number. In my query, I have selected the
employer's address and contact information, but I have unchecked the "show"
box so it doesn't show up on the report. I closed the query to run something
else, and opened it back up, and my fields that I unchecked have disappeared.
They also do not show up as mail merge fields in my mail merge letter.

Once you uncheck a field, does Access simply assume that this field is not
needed, and scrubs it? I really hate to run two queries when I know one will
be sufficient.

Thanks for any help.

Kerry

 

[Jeff Boyce]

Kerry

In query design mode, a check mark says "display this field's value".
Unless you are doing something else with a field (e.g., using it for a
selection criterion), unchecking a field tells Access "I don't need to use
this" and it will discard it.

Of course, there's no reason why you couldn't leave the check mark in the
query, and simply not USE the field in your one report, but still have it
available for the other...

Regards

Jeff Boyce
Microsoft Office/Access MVP

 

[Guest]

If you uncheck the show box, Access will not return information in that
field. If you look at the SQL statement, you'll see that they are there in
the Where, Group By, Order By or even Join clauses. However data is not
returned. If you need this data in the merge, they need to be checked.