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#1
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Word Doc connected to Access Query
Office 2003,
I'd like to set a single record SQL in an access Query, or Table if necessary, and then launch a word document which uses this data. I've set the doc up using the mail merge wizard. It works the first time but once the document has been saved it returns the data from the original query the next time it is opened. Simply put, the word doc will be used to display the query fields. The user needs to save this document using a different name. In order to securely preserve the template, perhaps the doc can be saved under a differnet formatted name and then opened with the correct current query information. Thanks in advance.... -- RobGMiller |
#2
Posted to microsoft.public.word.mailmerge.fields
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Word Doc connected to Access Query
OK, I'm not completely sure which particular problem(s) you need to solve
here. How are you deciding which record to select? for example, do you have a query that selects a single record? Are you saying that the problem is that when the user opens the document, they should see the current query result, but actually see the query result they last saved? Or are you saying that once the user has saved the document, when they re-open it you want them to see the result they saved, but actually they are seeing the current result? (I think there are a few other possibilities but just let us know...) Guessing that what you mean is that once the user has saved the document, when they re-open it you want them to see the result they saved, there are a few ways you could go, e.g. a. get the user to "unlink" the fields before saving (ctrl-A then ctrl-shift-F9), and they should probably also disconnect the data source, then Save As - that's getting to be rather a lot so you'd probably need a macro. b. consider using a DATABASE field to insert the results. The user might need to re-execute the database field (ctrl-A then F9, and to unlink the results as in (a), they wouldn't need to disconnect the data source, but they'd need to Save As) c. get the user to perform the merge and save the resulting document. Or do it from a Macro. Since I'm not sure what you're really sasking there'ss little point in offering any code (my stock is in any case rather limited) but if that points you in the direciton you need to go, it may be worth your while haveing a look around this group using Google groups. Peter Jamieson "RobGMiller" wrote in message ... Office 2003, I'd like to set a single record SQL in an access Query, or Table if necessary, and then launch a word document which uses this data. I've set the doc up using the mail merge wizard. It works the first time but once the document has been saved it returns the data from the original query the next time it is opened. Simply put, the word doc will be used to display the query fields. The user needs to save this document using a different name. In order to securely preserve the template, perhaps the doc can be saved under a differnet formatted name and then opened with the correct current query information. Thanks in advance.... -- RobGMiller |
#3
Posted to microsoft.public.word.mailmerge.fields
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Word Doc connected to Access Query
I would suggest that you see fellow MVP Albert Kallal's "MergeSingleWord"
utility at: http://www.members.shaw.ca/AlbertKal.../msaccess.html -- 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 "RobGMiller" wrote in message ... Office 2003, I'd like to set a single record SQL in an access Query, or Table if necessary, and then launch a word document which uses this data. I've set the doc up using the mail merge wizard. It works the first time but once the document has been saved it returns the data from the original query the next time it is opened. Simply put, the word doc will be used to display the query fields. The user needs to save this document using a different name. In order to securely preserve the template, perhaps the doc can be saved under a differnet formatted name and then opened with the correct current query information. Thanks in advance.... -- RobGMiller |
#4
Posted to microsoft.public.word.mailmerge.fields
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Word Doc connected to Access Query
Thanks Peter and Doug,
I had not thought about many of your scenarios Peter, I've since found that if the Doc is connected to an access table containing a single record it will show its content. It does not work with a query for some reason. So If I make the table prior to opening the document it works as expected. Because the second time I open the doc it showed the data from the first opening I did not think it would be a problem to save the original document. Now It will show the current table record everytime it is opened even if it has been saved under a new name of course. Ideally, I want to open the document minimized or hidden, then replace merge fields with actual text from the current record and then save it to a new name programatically before the user gets to edit it. I really dont want the user to have to learn how to and remember the steps in disconnecting the data source before saving. It sounds like a tall order. I will look at Albert Kalla's utility to see if there is anything in there I can use. -- RobGMiller "Peter Jamieson" wrote: OK, I'm not completely sure which particular problem(s) you need to solve here. How are you deciding which record to select? for example, do you have a query that selects a single record? Are you saying that the problem is that when the user opens the document, they should see the current query result, but actually see the query result they last saved? Or are you saying that once the user has saved the document, when they re-open it you want them to see the result they saved, but actually they are seeing the current result? (I think there are a few other possibilities but just let us know...) Guessing that what you mean is that once the user has saved the document, when they re-open it you want them to see the result they saved, there are a few ways you could go, e.g. a. get the user to "unlink" the fields before saving (ctrl-A then ctrl-shift-F9), and they should probably also disconnect the data source, then Save As - that's getting to be rather a lot so you'd probably need a macro. b. consider using a DATABASE field to insert the results. The user might need to re-execute the database field (ctrl-A then F9, and to unlink the results as in (a), they wouldn't need to disconnect the data source, but they'd need to Save As) c. get the user to perform the merge and save the resulting document. Or do it from a Macro. Since I'm not sure what you're really sasking there'ss little point in offering any code (my stock is in any case rather limited) but if that points you in the direciton you need to go, it may be worth your while haveing a look around this group using Google groups. Peter Jamieson "RobGMiller" wrote in message ... Office 2003, I'd like to set a single record SQL in an access Query, or Table if necessary, and then launch a word document which uses this data. I've set the doc up using the mail merge wizard. It works the first time but once the document has been saved it returns the data from the original query the next time it is opened. Simply put, the word doc will be used to display the query fields. The user needs to save this document using a different name. In order to securely preserve the template, perhaps the doc can be saved under a differnet formatted name and then opened with the correct current query information. Thanks in advance.... -- RobGMiller |
#5
Posted to microsoft.public.word.mailmerge.fields
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Word Doc connected to Access Query
OK, suggest you post here again when you've had a good look at the Kallal
link. Some points worth making though: a. as far as I can tell, Word 2003 always tries to get data from Access when it opens the mail merge main document. It also tries to remember the record you were previewing when you closed the document. That may not be true of all other versions of Word or all other data sources. b. in Word 2003, one thing that might leave you with the old /query/ results is if you choose to connect to Access using DDE. In that case, when you select the query when you first set up the mail merge main document, there is an option to "link to query". If you leave that option checked, Word 2003 stores a piece of SQL along the lines of SELECT * FROM [queryname] When you re-open the document, Word should re-execute the query and you should get the result you expect. However, if you uncheck "link to query", Word 2003 retrieves and stores the query's SQL. So if queryname says SELECT * FROM tablename WHERE keyfield = 10 that's what Word stores. So perhaps your overall process is modifying the query to select a particular record, e.g. changing the query to SELECT * FROM tablename WHERE keyfield = 20 But when the user re-opens the document, Word will still execute SELECT * FROM tablename WHERE keyfield = 10 and the data in the document will not change (assuming the underlying table record has not changed). c. Again, I'm not sure that's exactly how it works in previous versions of Word. Anyway, what certainly seems to be the case is that the behaviour is not easy to predict - I have actually had to do two non-default things to get Word to behave the "use DDE and uncheck link to query" way, and yet on your system it seems you have done nothing out of the ordinary and you see this behaviour. d. if you are automating Word and using its mailmerge facilities, the chances are you will need to take account of the following article: http://support.microsoft.com/kb/825765/en-us Peter Jamieson "RobGMiller" wrote in message ... Thanks Peter and Doug, I had not thought about many of your scenarios Peter, I've since found that if the Doc is connected to an access table containing a single record it will show its content. It does not work with a query for some reason. So If I make the table prior to opening the document it works as expected. Because the second time I open the doc it showed the data from the first opening I did not think it would be a problem to save the original document. Now It will show the current table record everytime it is opened even if it has been saved under a new name of course. Ideally, I want to open the document minimized or hidden, then replace merge fields with actual text from the current record and then save it to a new name programatically before the user gets to edit it. I really dont want the user to have to learn how to and remember the steps in disconnecting the data source before saving. It sounds like a tall order. I will look at Albert Kalla's utility to see if there is anything in there I can use. -- RobGMiller "Peter Jamieson" wrote: OK, I'm not completely sure which particular problem(s) you need to solve here. How are you deciding which record to select? for example, do you have a query that selects a single record? Are you saying that the problem is that when the user opens the document, they should see the current query result, but actually see the query result they last saved? Or are you saying that once the user has saved the document, when they re-open it you want them to see the result they saved, but actually they are seeing the current result? (I think there are a few other possibilities but just let us know...) Guessing that what you mean is that once the user has saved the document, when they re-open it you want them to see the result they saved, there are a few ways you could go, e.g. a. get the user to "unlink" the fields before saving (ctrl-A then ctrl-shift-F9), and they should probably also disconnect the data source, then Save As - that's getting to be rather a lot so you'd probably need a macro. b. consider using a DATABASE field to insert the results. The user might need to re-execute the database field (ctrl-A then F9, and to unlink the results as in (a), they wouldn't need to disconnect the data source, but they'd need to Save As) c. get the user to perform the merge and save the resulting document. Or do it from a Macro. Since I'm not sure what you're really sasking there'ss little point in offering any code (my stock is in any case rather limited) but if that points you in the direciton you need to go, it may be worth your while haveing a look around this group using Google groups. Peter Jamieson "RobGMiller" wrote in message ... Office 2003, I'd like to set a single record SQL in an access Query, or Table if necessary, and then launch a word document which uses this data. I've set the doc up using the mail merge wizard. It works the first time but once the document has been saved it returns the data from the original query the next time it is opened. Simply put, the word doc will be used to display the query fields. The user needs to save this document using a different name. In order to securely preserve the template, perhaps the doc can be saved under a differnet formatted name and then opened with the correct current query information. Thanks in advance.... -- RobGMiller |
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