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Letter Auto-Fill From Access
I am no IT person, so I don't know how easy or difficult this is. If it
requires VB or XML, hopefully it's easy to understand. I have several forms in Word that are set up with Fill-In Fields. One is a fax cover sheet with fields for Recipient's Name, Agency, Fax Number, and Phone Number. The other is a letter with fields for Recipient's Name, Agency, Address, City, State, and Zip. I'd like to be able to enter the Recipient's Name, either with a drop-down menu or Fill-In Field, and have the other fields automatically fill in. It would make life much easier, since virtually every time I use these forms they are being sent to a different recipient and require that all the fields be filled in manually. Is this possible? If possible, how should I store my contact information (Access, Excel, another Word document, etc.) to make this easiest? And how would I go about changing my forms to make this happen? |
#2
Posted to microsoft.public.word.docmanagement
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Letter Auto-Fill From Access
This would be fairly straightforward to do if your contacts were in Outlook,
but would require some programming - see http://www.gmayor.com/Macrobutton.htm -- Graham Mayor - Word MVP My web site www.gmayor.com Word MVP web site http://word.mvps.org glinishmak wrote: I am no IT person, so I don't know how easy or difficult this is. If it requires VB or XML, hopefully it's easy to understand. I have several forms in Word that are set up with Fill-In Fields. One is a fax cover sheet with fields for Recipient's Name, Agency, Fax Number, and Phone Number. The other is a letter with fields for Recipient's Name, Agency, Address, City, State, and Zip. I'd like to be able to enter the Recipient's Name, either with a drop-down menu or Fill-In Field, and have the other fields automatically fill in. It would make life much easier, since virtually every time I use these forms they are being sent to a different recipient and require that all the fields be filled in manually. Is this possible? If possible, how should I store my contact information (Access, Excel, another Word document, etc.) to make this easiest? And how would I go about changing my forms to make this happen? |
#3
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Letter Auto-Fill From Access
I would create a userform in your template
See the article "How to create a Userform" at: http://word.mvps.org/FAQs/Userforms/CreateAUserForm.htm and then you could use the following method to populate a list box on the userform with data from an Access table And, here are a couple of ways of loading data from a table in Access; 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 -- 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 "glinishmak" wrote in message ... I am no IT person, so I don't know how easy or difficult this is. If it requires VB or XML, hopefully it's easy to understand. I have several forms in Word that are set up with Fill-In Fields. One is a fax cover sheet with fields for Recipient's Name, Agency, Fax Number, and Phone Number. The other is a letter with fields for Recipient's Name, Agency, Address, City, State, and Zip. I'd like to be able to enter the Recipient's Name, either with a drop-down menu or Fill-In Field, and have the other fields automatically fill in. It would make life much easier, since virtually every time I use these forms they are being sent to a different recipient and require that all the fields be filled in manually. Is this possible? If possible, how should I store my contact information (Access, Excel, another Word document, etc.) to make this easiest? And how would I go about changing my forms to make this happen? |
#4
Posted to microsoft.public.word.docmanagement
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Letter Auto-Fill From Access
This routine loads a listbox on a userform 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 "glinishmak" wrote in message ... I am no IT person, so I don't know how easy or difficult this is. If it requires VB or XML, hopefully it's easy to understand. I have several forms in Word that are set up with Fill-In Fields. One is a fax cover sheet with fields for Recipient's Name, Agency, Fax Number, and Phone Number. The other is a letter with fields for Recipient's Name, Agency, Address, City, State, and Zip. I'd like to be able to enter the Recipient's Name, either with a drop-down menu or Fill-In Field, and have the other fields automatically fill in. It would make life much easier, since virtually every time I use these forms they are being sent to a different recipient and require that all the fields be filled in manually. Is this possible? If possible, how should I store my contact information (Access, Excel, another Word document, etc.) to make this easiest? And how would I go about changing my forms to make this happen? |
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