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#1
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lineing up data from access in a column in word
I have data in Access that might look as follows for a patient:
Discrepancy = Response1 LF Response2 LF Response3 Crossbite = Response4 LF Response5 Overbite = Other Problems = Response6 LF Response7 LF Response8 where LF is a "line feed" In my word document I am doing the following: If {Mergefield{Discrepancy} "" "{Advance \x15}Arch Discrepancy: {Advance \x200} Mergefield{Discrepancy}" ""} If {Mergefield{Crossbite} "" "{Advance \x15}Crossbite: {Advance \x200} Mergefield{Crossbite}" ""} If {Mergefield{Overbite} "" "{Advance \x15}Overbite: {Advance \x200} Mergefield{Overbite}" ""} If {Mergefield{Other Problems} "" "{Advance \x15}Other Problems: {Advance \x200} Mergefield{Other Problems}" ""} I would like the printout in Word to look as follows: Discrepancy: Response1 Response2 Response3 Crossbite: Response4 Response5 Other Problems: Response6 Response7 Response8 Instead, what prints is as follows: Discrepancy: Response1 Response2 Response3 Crossbite: Response4 Response5 Other Problems: Response6 Response7 Response8 I tryed to use a table to print the results but this presented with two problems: 1) a row was created in the table for OVERBITE, which was blank since overbite had no responses 2) After each row in the table, there was an extra blank line that I could not eliminate.This spread out the information on the paper over too much space and did not look very professional. So the table route did not work. I tried to figure out how to use a hanging indent to get things to print out correctly, but I couldn't figure out how to apply the hanging indent only to the responses. Can anyone help with how to set up this form letter. Thanks, Mark |
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#2
Posted to microsoft.public.word.mailmerge.fields
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lineing up data from access in a column in word
Do you actually have just these 4 fields, or is this just an illustration?
If it is just 4, there are 16 possible table layouts starting from "no table" (all the fields are blank) to a four-row table (all the fields are non-blank). In that case it is just about practical to have 16 IF fields, each of which inserts the table you need. If one or more of the fields is always non-blank, the numer of possible combinations you have to deal with is obviously reduced. You can make it slightly easier to do the IF field by doing something like { IF { MERGEFIELD Discrepancy } = "" { SET D "Y" } { SET D "X" } }{ IF { MERGEFIELD Crossbite } = "" { SET C "Y" } { SET C "X" } }{ IF { MERGEFIELD Overbite } = "" { SET O "Y" } { SET O "X" } }{ IF { MERGEFIELD "Other Problems" } = "" { SET P "Y" } { SET P "X" } }{ SET DCOP "{ REF D }{ REF C }{ REF O }{ REF P }" }{ IF "{ REF DCOP }" = "XXXX" "" "" }{ IF "{ REF DCOP }" = "XXXY" "put a 1-row table with the 'Other problems' field here'" "" }{ IF "{ REF DCOP }" = "XXYX" "put a 1-row table with the 'Overbite field here'" "" }{ IF "{ REF DCOP }" = "XXYY" "put a 2-row table with the 'Overbite' and 'Other problems' fields here'" "" } and so on. If you have 5 or more fields, things obviously become much more difficult. There are other possible approaches, but let's see if the above can work for you first. Peter Jamieson http://tips.pjmsn.me.uk magicdds wrote: I have data in Access that might look as follows for a patient: Discrepancy = Response1 LF Response2 LF Response3 Crossbite = Response4 LF Response5 Overbite = Other Problems = Response6 LF Response7 LF Response8 where LF is a "line feed" In my word document I am doing the following: If {Mergefield{Discrepancy} "" "{Advance \x15}Arch Discrepancy: {Advance \x200} Mergefield{Discrepancy}" ""} If {Mergefield{Crossbite} "" "{Advance \x15}Crossbite: {Advance \x200} Mergefield{Crossbite}" ""} If {Mergefield{Overbite} "" "{Advance \x15}Overbite: {Advance \x200} Mergefield{Overbite}" ""} If {Mergefield{Other Problems} "" "{Advance \x15}Other Problems: {Advance \x200} Mergefield{Other Problems}" ""} I would like the printout in Word to look as follows: Discrepancy: Response1 Response2 Response3 Crossbite: Response4 Response5 Other Problems: Response6 Response7 Response8 Instead, what prints is as follows: Discrepancy: Response1 Response2 Response3 Crossbite: Response4 Response5 Other Problems: Response6 Response7 Response8 I tryed to use a table to print the results but this presented with two problems: 1) a row was created in the table for OVERBITE, which was blank since overbite had no responses 2) After each row in the table, there was an extra blank line that I could not eliminate.This spread out the information on the paper over too much space and did not look very professional. So the table route did not work. I tried to figure out how to use a hanging indent to get things to print out correctly, but I couldn't figure out how to apply the hanging indent only to the responses. Can anyone help with how to set up this form letter. Thanks, Mark |
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#3
Posted to microsoft.public.word.mailmerge.fields
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lineing up data from access in a column in word
This was just an illustration. There are actually 25 fields to deal with.
This would present with too many possible tables to create. The other problem with tables is that the printout has an extra blank line inbetween each row. You said that there were other possible approaches. Do any of the other approaches not involve the use of tables? Thanks for your help. Mark "Peter Jamieson" wrote: Do you actually have just these 4 fields, or is this just an illustration? If it is just 4, there are 16 possible table layouts starting from "no table" (all the fields are blank) to a four-row table (all the fields are non-blank). In that case it is just about practical to have 16 IF fields, each of which inserts the table you need. If one or more of the fields is always non-blank, the numer of possible combinations you have to deal with is obviously reduced. You can make it slightly easier to do the IF field by doing something like { IF { MERGEFIELD Discrepancy } = "" { SET D "Y" } { SET D "X" } }{ IF { MERGEFIELD Crossbite } = "" { SET C "Y" } { SET C "X" } }{ IF { MERGEFIELD Overbite } = "" { SET O "Y" } { SET O "X" } }{ IF { MERGEFIELD "Other Problems" } = "" { SET P "Y" } { SET P "X" } }{ SET DCOP "{ REF D }{ REF C }{ REF O }{ REF P }" }{ IF "{ REF DCOP }" = "XXXX" "" "" }{ IF "{ REF DCOP }" = "XXXY" "put a 1-row table with the 'Other problems' field here'" "" }{ IF "{ REF DCOP }" = "XXYX" "put a 1-row table with the 'Overbite field here'" "" }{ IF "{ REF DCOP }" = "XXYY" "put a 2-row table with the 'Overbite' and 'Other problems' fields here'" "" } and so on. If you have 5 or more fields, things obviously become much more difficult. There are other possible approaches, but let's see if the above can work for you first. Peter Jamieson http://tips.pjmsn.me.uk magicdds wrote: I have data in Access that might look as follows for a patient: Discrepancy = Response1 LF Response2 LF Response3 Crossbite = Response4 LF Response5 Overbite = Other Problems = Response6 LF Response7 LF Response8 where LF is a "line feed" In my word document I am doing the following: If {Mergefield{Discrepancy} "" "{Advance \x15}Arch Discrepancy: {Advance \x200} Mergefield{Discrepancy}" ""} If {Mergefield{Crossbite} "" "{Advance \x15}Crossbite: {Advance \x200} Mergefield{Crossbite}" ""} If {Mergefield{Overbite} "" "{Advance \x15}Overbite: {Advance \x200} Mergefield{Overbite}" ""} If {Mergefield{Other Problems} "" "{Advance \x15}Other Problems: {Advance \x200} Mergefield{Other Problems}" ""} I would like the printout in Word to look as follows: Discrepancy: Response1 Response2 Response3 Crossbite: Response4 Response5 Other Problems: Response6 Response7 Response8 Instead, what prints is as follows: Discrepancy: Response1 Response2 Response3 Crossbite: Response4 Response5 Other Problems: Response6 Response7 Response8 I tryed to use a table to print the results but this presented with two problems: 1) a row was created in the table for OVERBITE, which was blank since overbite had no responses 2) After each row in the table, there was an extra blank line that I could not eliminate.This spread out the information on the paper over too much space and did not look very professional. So the table route did not work. I tried to figure out how to use a hanging indent to get things to print out correctly, but I couldn't figure out how to apply the hanging indent only to the responses. Can anyone help with how to set up this form letter. Thanks, Mark |
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#4
Posted to microsoft.public.word.mailmerge.fields
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lineing up data from access in a column in word
The alternative that I would consider first would be to use an Access report
rather than mailmerge. Only after I had convinced myself that an Access report was not possible, I would then use visual basic to iterate through the data in Access and create a document with the required layout in Word, formatting each of the paragraphs with a hanging indent and using the Replace() function to replace the LF with TABLF Another approach could be after executing the merge to a new document, use a macro that makes use of the EditFind ability of Word to look for each of the headings and then apply the necessary formatting. -- 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, originally posted via msnews.microsoft.com "magicdds" wrote in message ... This was just an illustration. There are actually 25 fields to deal with. This would present with too many possible tables to create. The other problem with tables is that the printout has an extra blank line inbetween each row. You said that there were other possible approaches. Do any of the other approaches not involve the use of tables? Thanks for your help. Mark "Peter Jamieson" wrote: Do you actually have just these 4 fields, or is this just an illustration? If it is just 4, there are 16 possible table layouts starting from "no table" (all the fields are blank) to a four-row table (all the fields are non-blank). In that case it is just about practical to have 16 IF fields, each of which inserts the table you need. If one or more of the fields is always non-blank, the numer of possible combinations you have to deal with is obviously reduced. You can make it slightly easier to do the IF field by doing something like { IF { MERGEFIELD Discrepancy } = "" { SET D "Y" } { SET D "X" } }{ IF { MERGEFIELD Crossbite } = "" { SET C "Y" } { SET C "X" } }{ IF { MERGEFIELD Overbite } = "" { SET O "Y" } { SET O "X" } }{ IF { MERGEFIELD "Other Problems" } = "" { SET P "Y" } { SET P "X" } }{ SET DCOP "{ REF D }{ REF C }{ REF O }{ REF P }" }{ IF "{ REF DCOP }" = "XXXX" "" "" }{ IF "{ REF DCOP }" = "XXXY" "put a 1-row table with the 'Other problems' field here'" "" }{ IF "{ REF DCOP }" = "XXYX" "put a 1-row table with the 'Overbite field here'" "" }{ IF "{ REF DCOP }" = "XXYY" "put a 2-row table with the 'Overbite' and 'Other problems' fields here'" "" } and so on. If you have 5 or more fields, things obviously become much more difficult. There are other possible approaches, but let's see if the above can work for you first. Peter Jamieson http://tips.pjmsn.me.uk magicdds wrote: I have data in Access that might look as follows for a patient: Discrepancy = Response1 LF Response2 LF Response3 Crossbite = Response4 LF Response5 Overbite = Other Problems = Response6 LF Response7 LF Response8 where LF is a "line feed" In my word document I am doing the following: If {Mergefield{Discrepancy} "" "{Advance \x15}Arch Discrepancy: {Advance \x200} Mergefield{Discrepancy}" ""} If {Mergefield{Crossbite} "" "{Advance \x15}Crossbite: {Advance \x200} Mergefield{Crossbite}" ""} If {Mergefield{Overbite} "" "{Advance \x15}Overbite: {Advance \x200} Mergefield{Overbite}" ""} If {Mergefield{Other Problems} "" "{Advance \x15}Other Problems: {Advance \x200} Mergefield{Other Problems}" ""} I would like the printout in Word to look as follows: Discrepancy: Response1 Response2 Response3 Crossbite: Response4 Response5 Other Problems: Response6 Response7 Response8 Instead, what prints is as follows: Discrepancy: Response1 Response2 Response3 Crossbite: Response4 Response5 Other Problems: Response6 Response7 Response8 I tryed to use a table to print the results but this presented with two problems: 1) a row was created in the table for OVERBITE, which was blank since overbite had no responses 2) After each row in the table, there was an extra blank line that I could not eliminate.This spread out the information on the paper over too much space and did not look very professional. So the table route did not work. I tried to figure out how to use a hanging indent to get things to print out correctly, but I couldn't figure out how to apply the hanging indent only to the responses. Can anyone help with how to set up this form letter. Thanks, Mark |
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#5
Posted to microsoft.public.word.mailmerge.fields
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lineing up data from access in a column in word
You said that there were other possible approaches. Do any of the other
approaches not involve the use of tables? The main other approaches that I had in mind would involve the creation of an intermediate data source, but it might not solve the "extra line" problems you report. I'll have to have a look. I take it that you considered Doug's suggestions? Peter Jamieson http://tips.pjmsn.me.uk magicdds wrote: This was just an illustration. There are actually 25 fields to deal with. This would present with too many possible tables to create. The other problem with tables is that the printout has an extra blank line inbetween each row. You said that there were other possible approaches. Do any of the other approaches not involve the use of tables? Thanks for your help. Mark "Peter Jamieson" wrote: Do you actually have just these 4 fields, or is this just an illustration? If it is just 4, there are 16 possible table layouts starting from "no table" (all the fields are blank) to a four-row table (all the fields are non-blank). In that case it is just about practical to have 16 IF fields, each of which inserts the table you need. If one or more of the fields is always non-blank, the numer of possible combinations you have to deal with is obviously reduced. You can make it slightly easier to do the IF field by doing something like { IF { MERGEFIELD Discrepancy } = "" { SET D "Y" } { SET D "X" } }{ IF { MERGEFIELD Crossbite } = "" { SET C "Y" } { SET C "X" } }{ IF { MERGEFIELD Overbite } = "" { SET O "Y" } { SET O "X" } }{ IF { MERGEFIELD "Other Problems" } = "" { SET P "Y" } { SET P "X" } }{ SET DCOP "{ REF D }{ REF C }{ REF O }{ REF P }" }{ IF "{ REF DCOP }" = "XXXX" "" "" }{ IF "{ REF DCOP }" = "XXXY" "put a 1-row table with the 'Other problems' field here'" "" }{ IF "{ REF DCOP }" = "XXYX" "put a 1-row table with the 'Overbite field here'" "" }{ IF "{ REF DCOP }" = "XXYY" "put a 2-row table with the 'Overbite' and 'Other problems' fields here'" "" } and so on. If you have 5 or more fields, things obviously become much more difficult. There are other possible approaches, but let's see if the above can work for you first. Peter Jamieson http://tips.pjmsn.me.uk magicdds wrote: I have data in Access that might look as follows for a patient: Discrepancy = Response1 LF Response2 LF Response3 Crossbite = Response4 LF Response5 Overbite = Other Problems = Response6 LF Response7 LF Response8 where LF is a "line feed" In my word document I am doing the following: If {Mergefield{Discrepancy} "" "{Advance \x15}Arch Discrepancy: {Advance \x200} Mergefield{Discrepancy}" ""} If {Mergefield{Crossbite} "" "{Advance \x15}Crossbite: {Advance \x200} Mergefield{Crossbite}" ""} If {Mergefield{Overbite} "" "{Advance \x15}Overbite: {Advance \x200} Mergefield{Overbite}" ""} If {Mergefield{Other Problems} "" "{Advance \x15}Other Problems: {Advance \x200} Mergefield{Other Problems}" ""} I would like the printout in Word to look as follows: Discrepancy: Response1 Response2 Response3 Crossbite: Response4 Response5 Other Problems: Response6 Response7 Response8 Instead, what prints is as follows: Discrepancy: Response1 Response2 Response3 Crossbite: Response4 Response5 Other Problems: Response6 Response7 Response8 I tryed to use a table to print the results but this presented with two problems: 1) a row was created in the table for OVERBITE, which was blank since overbite had no responses 2) After each row in the table, there was an extra blank line that I could not eliminate.This spread out the information on the paper over too much space and did not look very professional. So the table route did not work. I tried to figure out how to use a hanging indent to get things to print out correctly, but I couldn't figure out how to apply the hanging indent only to the responses. Can anyone help with how to set up this form letter. Thanks, Mark |
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#6
Posted to microsoft.public.word.mailmerge.fields
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lineing up data from access in a column in word
How about the following:
You clcik the Show/Hide button (the pilcrow or reverse P) to show formatting characters such as tabs and paragraph marks You insert the following nested field codes: { IF "{ MERGEFIELD Discrepancy }" = "" "" "Discrepancy:tabenter { MERGEFIELD Discrepancy }enter " } where instead of tab you press the Tab key, and instead of enter you press the Enter key. You should then see a 3-line IF field with a tab and paragraph mark at the end of line one, and a paragraph mark at the end of line two. Select the first line of the IF field and use Format-Paragraph-Tabs to set a Left tab of 2in (or 5cm, say). This is just as an example. Select the paragraph mark at the end of the first line and use Format-Font to set it to Hidden Select the second line of the IF field and use format-Paragraph to set the left indent to 2in/5cm Merge to a new document. You will probably see something like Discrepancy Line 1 Line 2 Line 3 Now click the Show/Hide button while the new document is visible. With any luck you will see this change to something like Discrepancy Line 1 Line 2 Line 3 If so, duplicate that first IF field and change the names so you have e.g. { IF "{ MERGEFIELD Discrepancy }" = "" "" "Discrepancy:tabenter { MERGEFIELD Discrepancy }enter " }{ IF "{ MERGEFIELD Crossbite }" = "" "" "Crossbite:tabenter { MERGEFIELD Crossbite }enter " }{ IF "{ MERGEFIELD Overbite }" = "" "" "Overbite:tabenter { MERGEFIELD Overbite }enter " } and so on. Try the merge again. I have only tried this with small data volumes on Word XP but it does seem to work. I suspect anything else is going to be considerably harder. Peter Jamieson http://tips.pjmsn.me.uk magicdds wrote: This was just an illustration. There are actually 25 fields to deal with. This would present with too many possible tables to create. The other problem with tables is that the printout has an extra blank line inbetween each row. You said that there were other possible approaches. Do any of the other approaches not involve the use of tables? Thanks for your help. Mark "Peter Jamieson" wrote: Do you actually have just these 4 fields, or is this just an illustration? If it is just 4, there are 16 possible table layouts starting from "no table" (all the fields are blank) to a four-row table (all the fields are non-blank). In that case it is just about practical to have 16 IF fields, each of which inserts the table you need. If one or more of the fields is always non-blank, the numer of possible combinations you have to deal with is obviously reduced. You can make it slightly easier to do the IF field by doing something like { IF { MERGEFIELD Discrepancy } = "" { SET D "Y" } { SET D "X" } }{ IF { MERGEFIELD Crossbite } = "" { SET C "Y" } { SET C "X" } }{ IF { MERGEFIELD Overbite } = "" { SET O "Y" } { SET O "X" } }{ IF { MERGEFIELD "Other Problems" } = "" { SET P "Y" } { SET P "X" } }{ SET DCOP "{ REF D }{ REF C }{ REF O }{ REF P }" }{ IF "{ REF DCOP }" = "XXXX" "" "" }{ IF "{ REF DCOP }" = "XXXY" "put a 1-row table with the 'Other problems' field here'" "" }{ IF "{ REF DCOP }" = "XXYX" "put a 1-row table with the 'Overbite field here'" "" }{ IF "{ REF DCOP }" = "XXYY" "put a 2-row table with the 'Overbite' and 'Other problems' fields here'" "" } and so on. If you have 5 or more fields, things obviously become much more difficult. There are other possible approaches, but let's see if the above can work for you first. Peter Jamieson http://tips.pjmsn.me.uk magicdds wrote: I have data in Access that might look as follows for a patient: Discrepancy = Response1 LF Response2 LF Response3 Crossbite = Response4 LF Response5 Overbite = Other Problems = Response6 LF Response7 LF Response8 where LF is a "line feed" In my word document I am doing the following: If {Mergefield{Discrepancy} "" "{Advance \x15}Arch Discrepancy: {Advance \x200} Mergefield{Discrepancy}" ""} If {Mergefield{Crossbite} "" "{Advance \x15}Crossbite: {Advance \x200} Mergefield{Crossbite}" ""} If {Mergefield{Overbite} "" "{Advance \x15}Overbite: {Advance \x200} Mergefield{Overbite}" ""} If {Mergefield{Other Problems} "" "{Advance \x15}Other Problems: {Advance \x200} Mergefield{Other Problems}" ""} I would like the printout in Word to look as follows: Discrepancy: Response1 Response2 Response3 Crossbite: Response4 Response5 Other Problems: Response6 Response7 Response8 Instead, what prints is as follows: Discrepancy: Response1 Response2 Response3 Crossbite: Response4 Response5 Other Problems: Response6 Response7 Response8 I tryed to use a table to print the results but this presented with two problems: 1) a row was created in the table for OVERBITE, which was blank since overbite had no responses 2) After each row in the table, there was an extra blank line that I could not eliminate.This spread out the information on the paper over too much space and did not look very professional. So the table route did not work. I tried to figure out how to use a hanging indent to get things to print out correctly, but I couldn't figure out how to apply the hanging indent only to the responses. Can anyone help with how to set up this form letter. Thanks, Mark |
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