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Importing data from a database (Excel or Access) into Word documen
Hi there. I am a novice user of all these programs really.
I work as a physiotherapist assessing injured peoples workplaces before they return to work. After each assessment I will write a report and perhaps send a fax or two, maybe write a letter to a doctor etc. For each client I may write between 4-8 documents over a number of weeks. I spend a fair bit of time cutting and pasting basic details such as name and address details, case manager details, claim numbers etc into the various documents. Could I please be pointed in the right direction to learn how to make this task easier. Is it possible to set up an initial database for each client, and then set up word templates whereby if I want to write a certain type of report it will automatically import the details I want from the database into the appropriate places of a word template? I have had people suggest either Access or Excell as the initial program for holding the original data, and then somehow merging the data needed into templates. Where can I learn how to do this? How do I do this? Any advice would be greatly appreciaited. Thanks, Ben |
#2
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Importing data from a database (Excel or Access) into Word documen
Although I am not familiar with Access, I believe it is capable of providing
"reports" in a wide variety of formats (including your letters and faxes). It might make more sense to do the whole job in Access. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "kiwi" wrote in message ... Hi there. I am a novice user of all these programs really. I work as a physiotherapist assessing injured peoples workplaces before they return to work. After each assessment I will write a report and perhaps send a fax or two, maybe write a letter to a doctor etc. For each client I may write between 4-8 documents over a number of weeks. I spend a fair bit of time cutting and pasting basic details such as name and address details, case manager details, claim numbers etc into the various documents. Could I please be pointed in the right direction to learn how to make this task easier. Is it possible to set up an initial database for each client, and then set up word templates whereby if I want to write a certain type of report it will automatically import the details I want from the database into the appropriate places of a word template? I have had people suggest either Access or Excell as the initial program for holding the original data, and then somehow merging the data needed into templates. Where can I learn how to do this? How do I do this? Any advice would be greatly appreciaited. Thanks, Ben |
#3
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Importing data from a database (Excel or Access) into Word documen
What you want to do is certainly possible, but there will be a bit of
programming involved. Firstly, you should create a template for each of the standard types of reports/letters/faxes that you may create, and in that template, set up a userform - See the article "How to create a Userform" at: http://word.mvps.org/FAQs/Userforms/CreateAUserForm.htm Then if you have entered the data into a table in an Access database, the following code can be used to populate a listbox or combobox on the userform with all of the records from the table so that when you select a record, you can have the information from that record inserted into controls on the userform where you can manually enter in any other details that you may wish and then have the information inserted into the relevant parts of the document that you are creating: Private Sub UserForm_Initialize() Dim db As DAO.Database Dim rs As DAO.Recordset Dim NoOfRecords As Long ' Open the database Set db = OpenDatabase("D:\Access\ResidencesXP.mdb") ' Retrieve the recordset Set rs = db.OpenRecordset("SELECT * FROM Owners") ' Determine the number of retrieved records With rs .MoveLast NoOfRecords = .RecordCount .MoveFirst End With ' Set the number of Columns = number of Fields in recordset ListBox1.ColumnCount = rs.Fields.Count ' Load the ListBox with the retrieved records ListBox1.Column = rs.GetRows(NoOfRecords) ' Cleanup rs.Close db.Close Set rs = Nothing Set db = Nothing End Sub As an alternative, the data for each patient could be entered into a table in a Word document (one patient to a row) and then a routine similar to the following could be used to populate a list box or combobox on a userform with the data so that you could select the patient for whom you want to create the document This routine loads a listbox with client details stored in a table in a separate document (which makes it easy to maintain with additions, deletions etc.), that document being saved as Clients.Doc for the following code. On the UserForm, have a list box (ListBox1) and a Command Button (CommandButton1) and use the following code in the UserForm_Initialize() and the CommandButton1_Click() routines Private Sub UserForm_Initialize() Dim sourcedoc As Document, i As Integer, j As Integer, myitem As Range, m As Long, n As Long ' Modify the path in the following line so that it matches where you saved Clients.doc Application.ScreenUpdating = False ' Open the file containing the client details Set sourcedoc = Documents.Open(FileName:="e:\worddocs\Clients.doc" ) ' Get the number or clients = number of rows in the table of client details less one i = sourcedoc.Tables(1).Rows.Count - 1 ' Get the number of columns in the table of client details j = sourcedoc.Tables(1).Columns.Count ' Set the number of columns in the Listbox to match ' the number of columns in the table of client details ListBox1.ColumnCount = j ' Define an array to be loaded with the client data Dim MyArray() As Variant 'Load client data into MyArray ReDim MyArray(i, j) For n = 0 To j - 1 For m = 0 To i - 1 Set myitem = sourcedoc.Tables(1).Cell(m + 2, n + 1).Range myitem.End = myitem.End - 1 MyArray(m, n) = myitem.Text Next m Next n ' Load data into ListBox1 ListBox1.List() = MyArray ' Close the file containing the client details sourcedoc.Close SaveChanges:=wdDoNotSaveChanges End Sub Private Sub CommandButton1_Click() Dim i As Integer, Addressee As String Addressee = "" For i = 1 To ListBox1.ColumnCount ListBox1.BoundColumn = i Addressee = Addressee & ListBox1.Value & vbCr Next i ActiveDocument.Bookmarks("Addressee").Range.Insert After Addressee UserForm2.Hide End Sub The Initialize statement will populate the listbox with the data from the table and then when a client is selected in from the list and the command button is clicked, the information for that client will be inserted into a bookmark in the document. You may want to vary the manner in which it is inserted to suit our exact requirements, but hopefully this will get you started. To make it easy for you, the code has been written so that it will deal with any number of clients and any number of details about each client. It assumes that the first row of the table containing the client details is a header row. -- Hope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP "kiwi" wrote in message ... Hi there. I am a novice user of all these programs really. I work as a physiotherapist assessing injured peoples workplaces before they return to work. After each assessment I will write a report and perhaps send a fax or two, maybe write a letter to a doctor etc. For each client I may write between 4-8 documents over a number of weeks. I spend a fair bit of time cutting and pasting basic details such as name and address details, case manager details, claim numbers etc into the various documents. Could I please be pointed in the right direction to learn how to make this task easier. Is it possible to set up an initial database for each client, and then set up word templates whereby if I want to write a certain type of report it will automatically import the details I want from the database into the appropriate places of a word template? I have had people suggest either Access or Excell as the initial program for holding the original data, and then somehow merging the data needed into templates. Where can I learn how to do this? How do I do this? Any advice would be greatly appreciaited. Thanks, Ben |
#4
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Importing data from a database (Excel or Access) into Word doc
Hi Doug and Suzzane.
Thanks so much for the reply Doug. I need to mull throught that I think. Good to know it is possible. Greatly appreciated. I will contact you if specific info needed etc. Thanks again, Ben "Doug Robbins - Word MVP" wrote: What you want to do is certainly possible, but there will be a bit of programming involved. Firstly, you should create a template for each of the standard types of reports/letters/faxes that you may create, and in that template, set up a userform - See the article "How to create a Userform" at: http://word.mvps.org/FAQs/Userforms/CreateAUserForm.htm Then if you have entered the data into a table in an Access database, the following code can be used to populate a listbox or combobox on the userform with all of the records from the table so that when you select a record, you can have the information from that record inserted into controls on the userform where you can manually enter in any other details that you may wish and then have the information inserted into the relevant parts of the document that you are creating: Private Sub UserForm_Initialize() Dim db As DAO.Database Dim rs As DAO.Recordset Dim NoOfRecords As Long ' Open the database Set db = OpenDatabase("D:\Access\ResidencesXP.mdb") ' Retrieve the recordset Set rs = db.OpenRecordset("SELECT * FROM Owners") ' Determine the number of retrieved records With rs .MoveLast NoOfRecords = .RecordCount .MoveFirst End With ' Set the number of Columns = number of Fields in recordset ListBox1.ColumnCount = rs.Fields.Count ' Load the ListBox with the retrieved records ListBox1.Column = rs.GetRows(NoOfRecords) ' Cleanup rs.Close db.Close Set rs = Nothing Set db = Nothing End Sub As an alternative, the data for each patient could be entered into a table in a Word document (one patient to a row) and then a routine similar to the following could be used to populate a list box or combobox on a userform with the data so that you could select the patient for whom you want to create the document This routine loads a listbox with client details stored in a table in a separate document (which makes it easy to maintain with additions, deletions etc.), that document being saved as Clients.Doc for the following code. On the UserForm, have a list box (ListBox1) and a Command Button (CommandButton1) and use the following code in the UserForm_Initialize() and the CommandButton1_Click() routines Private Sub UserForm_Initialize() Dim sourcedoc As Document, i As Integer, j As Integer, myitem As Range, m As Long, n As Long ' Modify the path in the following line so that it matches where you saved Clients.doc Application.ScreenUpdating = False ' Open the file containing the client details Set sourcedoc = Documents.Open(FileName:="e:\worddocs\Clients.doc" ) ' Get the number or clients = number of rows in the table of client details less one i = sourcedoc.Tables(1).Rows.Count - 1 ' Get the number of columns in the table of client details j = sourcedoc.Tables(1).Columns.Count ' Set the number of columns in the Listbox to match ' the number of columns in the table of client details ListBox1.ColumnCount = j ' Define an array to be loaded with the client data Dim MyArray() As Variant 'Load client data into MyArray ReDim MyArray(i, j) For n = 0 To j - 1 For m = 0 To i - 1 Set myitem = sourcedoc.Tables(1).Cell(m + 2, n + 1).Range myitem.End = myitem.End - 1 MyArray(m, n) = myitem.Text Next m Next n ' Load data into ListBox1 ListBox1.List() = MyArray ' Close the file containing the client details sourcedoc.Close SaveChanges:=wdDoNotSaveChanges End Sub Private Sub CommandButton1_Click() Dim i As Integer, Addressee As String Addressee = "" For i = 1 To ListBox1.ColumnCount ListBox1.BoundColumn = i Addressee = Addressee & ListBox1.Value & vbCr Next i ActiveDocument.Bookmarks("Addressee").Range.Insert After Addressee UserForm2.Hide End Sub The Initialize statement will populate the listbox with the data from the table and then when a client is selected in from the list and the command button is clicked, the information for that client will be inserted into a bookmark in the document. You may want to vary the manner in which it is inserted to suit our exact requirements, but hopefully this will get you started. To make it easy for you, the code has been written so that it will deal with any number of clients and any number of details about each client. It assumes that the first row of the table containing the client details is a header row. -- Hope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP "kiwi" wrote in message ... Hi there. I am a novice user of all these programs really. I work as a physiotherapist assessing injured peoples workplaces before they return to work. After each assessment I will write a report and perhaps send a fax or two, maybe write a letter to a doctor etc. For each client I may write between 4-8 documents over a number of weeks. I spend a fair bit of time cutting and pasting basic details such as name and address details, case manager details, claim numbers etc into the various documents. Could I please be pointed in the right direction to learn how to make this task easier. Is it possible to set up an initial database for each client, and then set up word templates whereby if I want to write a certain type of report it will automatically import the details I want from the database into the appropriate places of a word template? I have had people suggest either Access or Excell as the initial program for holding the original data, and then somehow merging the data needed into templates. Where can I learn how to do this? How do I do this? Any advice would be greatly appreciaited. Thanks, Ben |
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