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  #1   Report Post  
Diane Hazen
 
Posts: n/a
Default Mail merge not working properly

I have also updated Access and Work to 2003. I am doing a "simple" mail merge
using 3 fields to limit my letters. My Access file is 300 records. When doing
the merge query, I am able to reduce the list properly to the 30 clients I
actually need. But, when I do the merge--ALL records are merged, not the 30 I
need. I am using an existing merge letter. This is driving me crazy. I am not
a novice "merger" and never had problems with Office 2000.
  #3   Report Post  
Diane Hazen
 
Posts: n/a
Default

I first do an advanced search on the three fields, using an "and" to link
each of the fields. This gets my list down to about 60 records. I then go
through and uncheck all those on the list I do not want to specifically
include--down to the 30 I want. The 30 records are all checked and are the
ones I want.

I tried to do a table of this list also and got the same results (all 300
names) as I was getting with the letter.

Thanks for your help
Diane Hazen

"Peter Jamieson" wrote:

How are you reducing the list? Are you doing it by checking/unchecking
records in the recipient list, using a query in Access, or what?

Peter Jamieson
"Diane Hazen" Diane wrote in message
...
I have also updated Access and Work to 2003. I am doing a "simple" mail
merge
using 3 fields to limit my letters. My Access file is 300 records. When
doing
the merge query, I am able to reduce the list properly to the 30 clients I
actually need. But, when I do the merge--ALL records are merged, not the
30 I
need. I am using an existing merge letter. This is driving me crazy. I am
not
a novice "merger" and never had problems with Office 2000.




  #4   Report Post  
Peter Jamieson
 
Posts: n/a
Default

Unfortunatey I can't replicate this here as my similar example works OK.

If you save, close then re-open your mail merge main document after you have
applied all the criteria, do you see a dialog box with some SQL that
specifies the various criteria you have applied (it won't reflect the
individual records you have selected/deselected by checking/unchecking). If
so, can you post the SQL here please?

Peter Jamieson
"Diane Hazen" wrote in message
...
I first do an advanced search on the three fields, using an "and" to link
each of the fields. This gets my list down to about 60 records. I then go
through and uncheck all those on the list I do not want to specifically
include--down to the 30 I want. The 30 records are all checked and are the
ones I want.

I tried to do a table of this list also and got the same results (all 300
names) as I was getting with the letter.

Thanks for your help
Diane Hazen

"Peter Jamieson" wrote:

How are you reducing the list? Are you doing it by checking/unchecking
records in the recipient list, using a query in Access, or what?

Peter Jamieson
"Diane Hazen" Diane wrote in message
...
I have also updated Access and Work to 2003. I am doing a "simple" mail
merge
using 3 fields to limit my letters. My Access file is 300 records. When
doing
the merge query, I am able to reduce the list properly to the 30
clients I
actually need. But, when I do the merge--ALL records are merged, not
the
30 I
need. I am using an existing merge letter. This is driving me crazy. I
am
not
a novice "merger" and never had problems with Office 2000.






  #5   Report Post  
Diane Hazen
 
Posts: n/a
Default

I went back to the letter, redid the list by selecting the fields that I
wanted, did not go through and ck/unck specfic records, saved the file. I
then opened it again and reviewed the list and it isn't the one I saved. Some
records are right, but most are wrong. Obviously something is amiss.

The way I set it up is to follow the dialogs (or whatever they are called)
on the right side of the page--select list, edit list, preview letter, merge,
etc.

I can't copy the SQL, but it is correct in terms of what I have asked in the
list. But as I mentioned before, the SQL when applied includes records that
it shouldn't. As an example I ask that the address field "is not blank", and
of two other fields one "is blank" and the other "is not blank". But when the
list comes up, there are lots of records where the address IS blank. The
field that I ask to be blank, in fact is, the other filed (is not blank) does
include records that are blank.

The only other thing I could do is send you the complete files (but you
probably don't want to wade through these).

I really appreciate your help.
D Hazen

"Peter Jamieson" wrote:

Unfortunatey I can't replicate this here as my similar example works OK.

If you save, close then re-open your mail merge main document after you have
applied all the criteria, do you see a dialog box with some SQL that
specifies the various criteria you have applied (it won't reflect the
individual records you have selected/deselected by checking/unchecking). If
so, can you post the SQL here please?

Peter Jamieson
"Diane Hazen" wrote in message
...
I first do an advanced search on the three fields, using an "and" to link
each of the fields. This gets my list down to about 60 records. I then go
through and uncheck all those on the list I do not want to specifically
include--down to the 30 I want. The 30 records are all checked and are the
ones I want.

I tried to do a table of this list also and got the same results (all 300
names) as I was getting with the letter.

Thanks for your help
Diane Hazen

"Peter Jamieson" wrote:

How are you reducing the list? Are you doing it by checking/unchecking
records in the recipient list, using a query in Access, or what?

Peter Jamieson
"Diane Hazen" Diane wrote in message
...
I have also updated Access and Work to 2003. I am doing a "simple" mail
merge
using 3 fields to limit my letters. My Access file is 300 records. When
doing
the merge query, I am able to reduce the list properly to the 30
clients I
actually need. But, when I do the merge--ALL records are merged, not
the
30 I
need. I am using an existing merge letter. This is driving me crazy. I
am
not
a novice "merger" and never had problems with Office 2000.








  #6   Report Post  
Doug Robbins
 
Posts: n/a
Default

Use a query in Access to limit the records to the ones that you want to
merge and then use that query as the datasource.

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP
"Diane Hazen" wrote in message
...
I went back to the letter, redid the list by selecting the fields that I
wanted, did not go through and ck/unck specfic records, saved the file. I
then opened it again and reviewed the list and it isn't the one I saved.
Some
records are right, but most are wrong. Obviously something is amiss.

The way I set it up is to follow the dialogs (or whatever they are called)
on the right side of the page--select list, edit list, preview letter,
merge,
etc.

I can't copy the SQL, but it is correct in terms of what I have asked in
the
list. But as I mentioned before, the SQL when applied includes records
that
it shouldn't. As an example I ask that the address field "is not blank",
and
of two other fields one "is blank" and the other "is not blank". But when
the
list comes up, there are lots of records where the address IS blank. The
field that I ask to be blank, in fact is, the other filed (is not blank)
does
include records that are blank.

The only other thing I could do is send you the complete files (but you
probably don't want to wade through these).

I really appreciate your help.
D Hazen

"Peter Jamieson" wrote:

Unfortunatey I can't replicate this here as my similar example works OK.

If you save, close then re-open your mail merge main document after you
have
applied all the criteria, do you see a dialog box with some SQL that
specifies the various criteria you have applied (it won't reflect the
individual records you have selected/deselected by checking/unchecking).
If
so, can you post the SQL here please?

Peter Jamieson
"Diane Hazen" wrote in message
...
I first do an advanced search on the three fields, using an "and" to
link
each of the fields. This gets my list down to about 60 records. I then
go
through and uncheck all those on the list I do not want to specifically
include--down to the 30 I want. The 30 records are all checked and are
the
ones I want.

I tried to do a table of this list also and got the same results (all
300
names) as I was getting with the letter.

Thanks for your help
Diane Hazen

"Peter Jamieson" wrote:

How are you reducing the list? Are you doing it by checking/unchecking
records in the recipient list, using a query in Access, or what?

Peter Jamieson
"Diane Hazen" Diane wrote in message
...
I have also updated Access and Work to 2003. I am doing a "simple"
mail
merge
using 3 fields to limit my letters. My Access file is 300 records.
When
doing
the merge query, I am able to reduce the list properly to the 30
clients I
actually need. But, when I do the merge--ALL records are merged, not
the
30 I
need. I am using an existing merge letter. This is driving me crazy.
I
am
not
a novice "merger" and never had problems with Office 2000.








  #7   Report Post  
Diane Hazen
 
Posts: n/a
Default

THANK YOU
I have done this, but, is there a way to save this file as a new table?

"Doug Robbins" wrote:

Use a query in Access to limit the records to the ones that you want to
merge and then use that query as the datasource.

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP
"Diane Hazen" wrote in message
...
I went back to the letter, redid the list by selecting the fields that I
wanted, did not go through and ck/unck specfic records, saved the file. I
then opened it again and reviewed the list and it isn't the one I saved.
Some
records are right, but most are wrong. Obviously something is amiss.

The way I set it up is to follow the dialogs (or whatever they are called)
on the right side of the page--select list, edit list, preview letter,
merge,
etc.

I can't copy the SQL, but it is correct in terms of what I have asked in
the
list. But as I mentioned before, the SQL when applied includes records
that
it shouldn't. As an example I ask that the address field "is not blank",
and
of two other fields one "is blank" and the other "is not blank". But when
the
list comes up, there are lots of records where the address IS blank. The
field that I ask to be blank, in fact is, the other filed (is not blank)
does
include records that are blank.

The only other thing I could do is send you the complete files (but you
probably don't want to wade through these).

I really appreciate your help.
D Hazen

"Peter Jamieson" wrote:

Unfortunatey I can't replicate this here as my similar example works OK.

If you save, close then re-open your mail merge main document after you
have
applied all the criteria, do you see a dialog box with some SQL that
specifies the various criteria you have applied (it won't reflect the
individual records you have selected/deselected by checking/unchecking).
If
so, can you post the SQL here please?

Peter Jamieson
"Diane Hazen" wrote in message
...
I first do an advanced search on the three fields, using an "and" to
link
each of the fields. This gets my list down to about 60 records. I then
go
through and uncheck all those on the list I do not want to specifically
include--down to the 30 I want. The 30 records are all checked and are
the
ones I want.

I tried to do a table of this list also and got the same results (all
300
names) as I was getting with the letter.

Thanks for your help
Diane Hazen

"Peter Jamieson" wrote:

How are you reducing the list? Are you doing it by checking/unchecking
records in the recipient list, using a query in Access, or what?

Peter Jamieson
"Diane Hazen" Diane wrote in message
...
I have also updated Access and Work to 2003. I am doing a "simple"
mail
merge
using 3 fields to limit my letters. My Access file is 300 records.
When
doing
the merge query, I am able to reduce the list properly to the 30
clients I
actually need. But, when I do the merge--ALL records are merged, not
the
30 I
need. I am using an existing merge letter. This is driving me crazy.
I
am
not
a novice "merger" and never had problems with Office 2000.









  #8   Report Post  
Diane Hazen
 
Posts: n/a
Default

I can't figure out how to use this query as the datasource. There was not way
to save it as a separate file. I did save it upon closing Access. But when I
went back to the letter to merge, the whole database was there

"Doug Robbins" wrote:

Use a query in Access to limit the records to the ones that you want to
merge and then use that query as the datasource.

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP
"Diane Hazen" wrote in message
...
I went back to the letter, redid the list by selecting the fields that I
wanted, did not go through and ck/unck specfic records, saved the file. I
then opened it again and reviewed the list and it isn't the one I saved.
Some
records are right, but most are wrong. Obviously something is amiss.

The way I set it up is to follow the dialogs (or whatever they are called)
on the right side of the page--select list, edit list, preview letter,
merge,
etc.

I can't copy the SQL, but it is correct in terms of what I have asked in
the
list. But as I mentioned before, the SQL when applied includes records
that
it shouldn't. As an example I ask that the address field "is not blank",
and
of two other fields one "is blank" and the other "is not blank". But when
the
list comes up, there are lots of records where the address IS blank. The
field that I ask to be blank, in fact is, the other filed (is not blank)
does
include records that are blank.

The only other thing I could do is send you the complete files (but you
probably don't want to wade through these).

I really appreciate your help.
D Hazen

"Peter Jamieson" wrote:

Unfortunatey I can't replicate this here as my similar example works OK.

If you save, close then re-open your mail merge main document after you
have
applied all the criteria, do you see a dialog box with some SQL that
specifies the various criteria you have applied (it won't reflect the
individual records you have selected/deselected by checking/unchecking).
If
so, can you post the SQL here please?

Peter Jamieson
"Diane Hazen" wrote in message
...
I first do an advanced search on the three fields, using an "and" to
link
each of the fields. This gets my list down to about 60 records. I then
go
through and uncheck all those on the list I do not want to specifically
include--down to the 30 I want. The 30 records are all checked and are
the
ones I want.

I tried to do a table of this list also and got the same results (all
300
names) as I was getting with the letter.

Thanks for your help
Diane Hazen

"Peter Jamieson" wrote:

How are you reducing the list? Are you doing it by checking/unchecking
records in the recipient list, using a query in Access, or what?

Peter Jamieson
"Diane Hazen" Diane wrote in message
...
I have also updated Access and Work to 2003. I am doing a "simple"
mail
merge
using 3 fields to limit my letters. My Access file is 300 records.
When
doing
the merge query, I am able to reduce the list properly to the 30
clients I
actually need. But, when I do the merge--ALL records are merged, not
the
30 I
need. I am using an existing merge letter. This is driving me crazy.
I
am
not
a novice "merger" and never had problems with Office 2000.









  #9   Report Post  
Doug Robbins
 
Posts: n/a
Default

In the Query design process in Access, you can select the type of query as a
Make Table query and it will then create a new table.

That however should not be necessary. If you simply save the Select query,
then when in Word, select that query as the data source for the mailmerge,
rather than the table that it is based on.

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP
"Diane Hazen" wrote in message
...
I can't figure out how to use this query as the datasource. There was not
way
to save it as a separate file. I did save it upon closing Access. But when
I
went back to the letter to merge, the whole database was there

"Doug Robbins" wrote:

Use a query in Access to limit the records to the ones that you want to
merge and then use that query as the datasource.

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a
paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP
"Diane Hazen" wrote in message
...
I went back to the letter, redid the list by selecting the fields that I
wanted, did not go through and ck/unck specfic records, saved the file.
I
then opened it again and reviewed the list and it isn't the one I
saved.
Some
records are right, but most are wrong. Obviously something is amiss.

The way I set it up is to follow the dialogs (or whatever they are
called)
on the right side of the page--select list, edit list, preview letter,
merge,
etc.

I can't copy the SQL, but it is correct in terms of what I have asked
in
the
list. But as I mentioned before, the SQL when applied includes records
that
it shouldn't. As an example I ask that the address field "is not
blank",
and
of two other fields one "is blank" and the other "is not blank". But
when
the
list comes up, there are lots of records where the address IS blank.
The
field that I ask to be blank, in fact is, the other filed (is not
blank)
does
include records that are blank.

The only other thing I could do is send you the complete files (but you
probably don't want to wade through these).

I really appreciate your help.
D Hazen

"Peter Jamieson" wrote:

Unfortunatey I can't replicate this here as my similar example works
OK.

If you save, close then re-open your mail merge main document after
you
have
applied all the criteria, do you see a dialog box with some SQL that
specifies the various criteria you have applied (it won't reflect the
individual records you have selected/deselected by
checking/unchecking).
If
so, can you post the SQL here please?

Peter Jamieson
"Diane Hazen" wrote in message
...
I first do an advanced search on the three fields, using an "and" to
link
each of the fields. This gets my list down to about 60 records. I
then
go
through and uncheck all those on the list I do not want to
specifically
include--down to the 30 I want. The 30 records are all checked and
are
the
ones I want.

I tried to do a table of this list also and got the same results
(all
300
names) as I was getting with the letter.

Thanks for your help
Diane Hazen

"Peter Jamieson" wrote:

How are you reducing the list? Are you doing it by
checking/unchecking
records in the recipient list, using a query in Access, or what?

Peter Jamieson
"Diane Hazen" Diane wrote in
message
...
I have also updated Access and Work to 2003. I am doing a "simple"
mail
merge
using 3 fields to limit my letters. My Access file is 300
records.
When
doing
the merge query, I am able to reduce the list properly to the 30
clients I
actually need. But, when I do the merge--ALL records are merged,
not
the
30 I
need. I am using an existing merge letter. This is driving me
crazy.
I
am
not
a novice "merger" and never had problems with Office 2000.











  #10   Report Post  
Diane Hazen
 
Posts: n/a
Default

It FINALLY worked. Thank you very much!

"Doug Robbins" wrote:

In the Query design process in Access, you can select the type of query as a
Make Table query and it will then create a new table.

That however should not be necessary. If you simply save the Select query,
then when in Word, select that query as the data source for the mailmerge,
rather than the table that it is based on.

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP
"Diane Hazen" wrote in message
...
I can't figure out how to use this query as the datasource. There was not
way
to save it as a separate file. I did save it upon closing Access. But when
I
went back to the letter to merge, the whole database was there

"Doug Robbins" wrote:

Use a query in Access to limit the records to the ones that you want to
merge and then use that query as the datasource.

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a
paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP
"Diane Hazen" wrote in message
...
I went back to the letter, redid the list by selecting the fields that I
wanted, did not go through and ck/unck specfic records, saved the file.
I
then opened it again and reviewed the list and it isn't the one I
saved.
Some
records are right, but most are wrong. Obviously something is amiss.

The way I set it up is to follow the dialogs (or whatever they are
called)
on the right side of the page--select list, edit list, preview letter,
merge,
etc.

I can't copy the SQL, but it is correct in terms of what I have asked
in
the
list. But as I mentioned before, the SQL when applied includes records
that
it shouldn't. As an example I ask that the address field "is not
blank",
and
of two other fields one "is blank" and the other "is not blank". But
when
the
list comes up, there are lots of records where the address IS blank.
The
field that I ask to be blank, in fact is, the other filed (is not
blank)
does
include records that are blank.

The only other thing I could do is send you the complete files (but you
probably don't want to wade through these).

I really appreciate your help.
D Hazen

"Peter Jamieson" wrote:

Unfortunatey I can't replicate this here as my similar example works
OK.

If you save, close then re-open your mail merge main document after
you
have
applied all the criteria, do you see a dialog box with some SQL that
specifies the various criteria you have applied (it won't reflect the
individual records you have selected/deselected by
checking/unchecking).
If
so, can you post the SQL here please?

Peter Jamieson
"Diane Hazen" wrote in message
...
I first do an advanced search on the three fields, using an "and" to
link
each of the fields. This gets my list down to about 60 records. I
then
go
through and uncheck all those on the list I do not want to
specifically
include--down to the 30 I want. The 30 records are all checked and
are
the
ones I want.

I tried to do a table of this list also and got the same results
(all
300
names) as I was getting with the letter.

Thanks for your help
Diane Hazen

"Peter Jamieson" wrote:

How are you reducing the list? Are you doing it by
checking/unchecking
records in the recipient list, using a query in Access, or what?

Peter Jamieson
"Diane Hazen" Diane wrote in
message
...
I have also updated Access and Work to 2003. I am doing a "simple"
mail
merge
using 3 fields to limit my letters. My Access file is 300
records.
When
doing
the merge query, I am able to reduce the list properly to the 30
clients I
actually need. But, when I do the merge--ALL records are merged,
not
the
30 I
need. I am using an existing merge letter. This is driving me
crazy.
I
am
not
a novice "merger" and never had problems with Office 2000.














  #11   Report Post  
sian
 
Posts: n/a
Default

Hi Diane
Have same problem - did you ever find a fix within word or are you still
using the query in access?

Thanks
"Diane Hazen" wrote:

It FINALLY worked. Thank you very much!

"Doug Robbins" wrote:

In the Query design process in Access, you can select the type of query as a
Make Table query and it will then create a new table.

That however should not be necessary. If you simply save the Select query,
then when in Word, select that query as the data source for the mailmerge,
rather than the table that it is based on.

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP
"Diane Hazen" wrote in message
...
I can't figure out how to use this query as the datasource. There was not
way
to save it as a separate file. I did save it upon closing Access. But when
I
went back to the letter to merge, the whole database was there

"Doug Robbins" wrote:

Use a query in Access to limit the records to the ones that you want to
merge and then use that query as the datasource.

--
Please respond to the Newsgroup for the benefit of others who may be
interested. Questions sent directly to me will only be answered on a
paid
consulting basis.

Hope this helps,
Doug Robbins - Word MVP
"Diane Hazen" wrote in message
...
I went back to the letter, redid the list by selecting the fields that I
wanted, did not go through and ck/unck specfic records, saved the file.
I
then opened it again and reviewed the list and it isn't the one I
saved.
Some
records are right, but most are wrong. Obviously something is amiss.

The way I set it up is to follow the dialogs (or whatever they are
called)
on the right side of the page--select list, edit list, preview letter,
merge,
etc.

I can't copy the SQL, but it is correct in terms of what I have asked
in
the
list. But as I mentioned before, the SQL when applied includes records
that
it shouldn't. As an example I ask that the address field "is not
blank",
and
of two other fields one "is blank" and the other "is not blank". But
when
the
list comes up, there are lots of records where the address IS blank.
The
field that I ask to be blank, in fact is, the other filed (is not
blank)
does
include records that are blank.

The only other thing I could do is send you the complete files (but you
probably don't want to wade through these).

I really appreciate your help.
D Hazen

"Peter Jamieson" wrote:

Unfortunatey I can't replicate this here as my similar example works
OK.

If you save, close then re-open your mail merge main document after
you
have
applied all the criteria, do you see a dialog box with some SQL that
specifies the various criteria you have applied (it won't reflect the
individual records you have selected/deselected by
checking/unchecking).
If
so, can you post the SQL here please?

Peter Jamieson
"Diane Hazen" wrote in message
...
I first do an advanced search on the three fields, using an "and" to
link
each of the fields. This gets my list down to about 60 records. I
then
go
through and uncheck all those on the list I do not want to
specifically
include--down to the 30 I want. The 30 records are all checked and
are
the
ones I want.

I tried to do a table of this list also and got the same results
(all
300
names) as I was getting with the letter.

Thanks for your help
Diane Hazen

"Peter Jamieson" wrote:

How are you reducing the list? Are you doing it by
checking/unchecking
records in the recipient list, using a query in Access, or what?

Peter Jamieson
"Diane Hazen" Diane wrote in
message
...
I have also updated Access and Work to 2003. I am doing a "simple"
mail
merge
using 3 fields to limit my letters. My Access file is 300
records.
When
doing
the merge query, I am able to reduce the list properly to the 30
clients I
actually need. But, when I do the merge--ALL records are merged,
not
the
30 I
need. I am using an existing merge letter. This is driving me
crazy.
I
am
not
a novice "merger" and never had problems with Office 2000.












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