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Eliminating multiple mail pieces sent to one household

Discussion in 'Information Technology' started by jdevon, Jul 28, 2006.

  1. jdevon

    jdevon
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    Guest

    I have an access 2000 database of about 3200 records. There are times that I
    would like to be able to consolidate to eliminate mailing several pieces to
    one household, but I need to maintain the individual identities. Is there a
    simple way to set up a mail merge for labels that would read The <<last
    name>> Family in the first line of the address and only be sent to one of the
    multiple names at that address. Can upgrade to 2003 if that makes it easier.
    I am an intermediate access user in a school development office working with
    no clerical support. Thanks for any help.
     
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  3. Douglas J. Steele

    Douglas J. Steele
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    Guest

    Access 2003 won't make it any easier.

    Realistically, you've got a manual effort on your hand, linking the
    duplicates and (optionally) deleting them. Among the problems you're going
    to have is that all the people at a single household may not have the same
    last name and the addresses may be slightly different (St. vs. Street,
    typos, etc.)

    --
    Doug Steele, Microsoft Access MVP
    http://I.Am/DougSteele
    (no e-mails, please!)


    "jdevon" <jdevon@discussions.microsoft.com> wrote in message
    news:23419A17-35C7-4169-AA4C-73D0FFE3604D@microsoft.com...
    > I have an access 2000 database of about 3200 records. There are times that

    I
    > would like to be able to consolidate to eliminate mailing several pieces

    to
    > one household, but I need to maintain the individual identities. Is there

    a
    > simple way to set up a mail merge for labels that would read The <<last
    > name>> Family in the first line of the address and only be sent to one of

    the
    > multiple names at that address. Can upgrade to 2003 if that makes it

    easier.
    > I am an intermediate access user in a school development office working

    with
    > no clerical support. Thanks for any help.
    >
     
  4. Ron2006

    Ron2006
    Expand Collapse
    Guest

    IF IF IF

    addresses are same (really the same)

    Try summary query and group by all the items that you will use.

    That can get you Family name (?) address1 address2 etc down to and
    including zip.

    If you then try to get a first name to go with that you might try last
    or first. But all of these, remember will be compared by a computer,
    which is very unforgiving of typos, etc.

    Maybe worth a try.

    But Douglas's comments still apply. All you may do is cut down on some
    of the duplication. Definitely NOT 100%.

    Ron
     
  5. jdevon

    jdevon
    Expand Collapse
    Guest

    That is how I have done it in the past--just copied the table, and manually
    made the changes. I was hoping there was an easier way. Thanks for your
    reply.


    "Douglas J. Steele" wrote:

    > Access 2003 won't make it any easier.
    >
    > Realistically, you've got a manual effort on your hand, linking the
    > duplicates and (optionally) deleting them. Among the problems you're going
    > to have is that all the people at a single household may not have the same
    > last name and the addresses may be slightly different (St. vs. Street,
    > typos, etc.)
    >
    > --
    > Doug Steele, Microsoft Access MVP
    > http://I.Am/DougSteele
    > (no e-mails, please!)
    >
    >
    > "jdevon" <jdevon@discussions.microsoft.com> wrote in message
    > news:23419A17-35C7-4169-AA4C-73D0FFE3604D@microsoft.com...
    > > I have an access 2000 database of about 3200 records. There are times that

    > I
    > > would like to be able to consolidate to eliminate mailing several pieces

    > to
    > > one household, but I need to maintain the individual identities. Is there

    > a
    > > simple way to set up a mail merge for labels that would read The <<last
    > > name>> Family in the first line of the address and only be sent to one of

    > the
    > > multiple names at that address. Can upgrade to 2003 if that makes it

    > easier.
    > > I am an intermediate access user in a school development office working

    > with
    > > no clerical support. Thanks for any help.
    > >

    >
    >
    >
     
  6. Craig Hornish

    Craig Hornish
    Expand Collapse
    Guest

    There is a way to do this. And although Douglas is right that this may
    require some manual requirements at this point, I don't believe in deleting
    (that suggestion just scared me). And it can be as close to 100% as is
    humanly possible.

    I have never done this myself but have heard of the tequneque, so I am
    only giving you and outline of how it works. This really should be set up
    when the design of the database was done but can be added now - this is were
    alot of the manual input will be at this time.

    You have a table with the information about the "Family" tblFamilies
    FamilyID PK
    FamilyName - in your case the

    And you have a table with the information about who is in the "Family"
    tblFamilyMembers
    FamilyID FK -
    PersonID FK - to each in the family

    So basically when you add a person you add them to a family.
    The address to use is either in the tblFamilies or you could use the
    tblFamilyMembers to designate using that address.

    As I said I have not used this tequninque so I don't know all the ins and
    outs but there are issues of:
    When adding someone to a family if they have a different address (You still
    want to know if they are part of the family)
    What about different last names?
    Do you add even a single person to a "Family"? (You will then probably want
    to use a Union Query for the mailings)

    Also getting the addresses closser to mathching can be accomplished by
    standardizing them. It is easy to take out periods and other punctuation
    and changing the types of "Roads" to the standard USPS abbreviations -
    Street to St - Avenue to Ave etc..

    Hope this gives you a better path to approach this.

    --
    Craig Hornish

    Visit weekly Access conferences
    Tuesday, 11:00am-12:30pm (Eastern US)
    Thursday, 3:30pm- 5:00pm (Eastern US)

    http://community.compuserve.com/n/pfx/forum.aspx?webtag=ws-msdevapps

    "Think outside the box, because anything is possible."
    "How long it will take or whether it requires divine intervention is another
    issue"

    "jdevon" <jdevon@discussions.microsoft.com> wrote in message
    news:03F5F305-1A1E-4204-BD16-9F6A878D7F7F@microsoft.com...
    > That is how I have done it in the past--just copied the table, and
    > manually
    > made the changes. I was hoping there was an easier way. Thanks for your
    > reply.
    >
    >
    > "Douglas J. Steele" wrote:
    >
    >> Access 2003 won't make it any easier.
    >>
    >> Realistically, you've got a manual effort on your hand, linking the
    >> duplicates and (optionally) deleting them. Among the problems you're
    >> going
    >> to have is that all the people at a single household may not have the
    >> same
    >> last name and the addresses may be slightly different (St. vs. Street,
    >> typos, etc.)
    >>
    >> --
    >> Doug Steele, Microsoft Access MVP
    >> http://I.Am/DougSteele
    >> (no e-mails, please!)
    >>
    >>
    >> "jdevon" <jdevon@discussions.microsoft.com> wrote in message
    >> news:23419A17-35C7-4169-AA4C-73D0FFE3604D@microsoft.com...
    >> > I have an access 2000 database of about 3200 records. There are times
    >> > that

    >> I
    >> > would like to be able to consolidate to eliminate mailing several
    >> > pieces

    >> to
    >> > one household, but I need to maintain the individual identities. Is
    >> > there

    >> a
    >> > simple way to set up a mail merge for labels that would read The <<last
    >> > name>> Family in the first line of the address and only be sent to one
    >> > of

    >> the
    >> > multiple names at that address. Can upgrade to 2003 if that makes it

    >> easier.
    >> > I am an intermediate access user in a school development office working

    >> with
    >> > no clerical support. Thanks for any help.
    >> >

    >>
    >>
    >>
     
  7. jdevon

    jdevon
    Expand Collapse
    Guest

    Thank you Craig,
    What I have learned is that I am not well versed enough in Access to do this
    and I will manually create a new table,like I have done in the past. I
    appreciate all the replies.
    Jean

    "Craig Hornish" wrote:

    > There is a way to do this. And although Douglas is right that this may
    > require some manual requirements at this point, I don't believe in deleting
    > (that suggestion just scared me). And it can be as close to 100% as is
    > humanly possible.
    >
    > I have never done this myself but have heard of the tequneque, so I am
    > only giving you and outline of how it works. This really should be set up
    > when the design of the database was done but can be added now - this is were
    > alot of the manual input will be at this time.
    >
    > You have a table with the information about the "Family" tblFamilies
    > FamilyID PK
    > FamilyName - in your case the
    >
    > And you have a table with the information about who is in the "Family"
    > tblFamilyMembers
    > FamilyID FK -
    > PersonID FK - to each in the family
    >
    > So basically when you add a person you add them to a family.
    > The address to use is either in the tblFamilies or you could use the
    > tblFamilyMembers to designate using that address.
    >
    > As I said I have not used this tequninque so I don't know all the ins and
    > outs but there are issues of:
    > When adding someone to a family if they have a different address (You still
    > want to know if they are part of the family)
    > What about different last names?
    > Do you add even a single person to a "Family"? (You will then probably want
    > to use a Union Query for the mailings)
    >
    > Also getting the addresses closser to mathching can be accomplished by
    > standardizing them. It is easy to take out periods and other punctuation
    > and changing the types of "Roads" to the standard USPS abbreviations -
    > Street to St - Avenue to Ave etc..
    >
    > Hope this gives you a better path to approach this.
    >
    > --
    > Craig Hornish
    >
    > Visit weekly Access conferences
    > Tuesday, 11:00am-12:30pm (Eastern US)
    > Thursday, 3:30pm- 5:00pm (Eastern US)
    >
    > http://community.compuserve.com/n/pfx/forum.aspx?webtag=ws-msdevapps
    >
    > "Think outside the box, because anything is possible."
    > "How long it will take or whether it requires divine intervention is another
    > issue"
    >
    > "jdevon" <jdevon@discussions.microsoft.com> wrote in message
    > news:03F5F305-1A1E-4204-BD16-9F6A878D7F7F@microsoft.com...
    > > That is how I have done it in the past--just copied the table, and
    > > manually
    > > made the changes. I was hoping there was an easier way. Thanks for your
    > > reply.
    > >
    > >
    > > "Douglas J. Steele" wrote:
    > >
    > >> Access 2003 won't make it any easier.
    > >>
    > >> Realistically, you've got a manual effort on your hand, linking the
    > >> duplicates and (optionally) deleting them. Among the problems you're
    > >> going
    > >> to have is that all the people at a single household may not have the
    > >> same
    > >> last name and the addresses may be slightly different (St. vs. Street,
    > >> typos, etc.)
    > >>
    > >> --
    > >> Doug Steele, Microsoft Access MVP
    > >> http://I.Am/DougSteele
    > >> (no e-mails, please!)
    > >>
    > >>
    > >> "jdevon" <jdevon@discussions.microsoft.com> wrote in message
    > >> news:23419A17-35C7-4169-AA4C-73D0FFE3604D@microsoft.com...
    > >> > I have an access 2000 database of about 3200 records. There are times
    > >> > that
    > >> I
    > >> > would like to be able to consolidate to eliminate mailing several
    > >> > pieces
    > >> to
    > >> > one household, but I need to maintain the individual identities. Is
    > >> > there
    > >> a
    > >> > simple way to set up a mail merge for labels that would read The <<last
    > >> > name>> Family in the first line of the address and only be sent to one
    > >> > of
    > >> the
    > >> > multiple names at that address. Can upgrade to 2003 if that makes it
    > >> easier.
    > >> > I am an intermediate access user in a school development office working
    > >> with
    > >> > no clerical support. Thanks for any help.
    > >> >
    > >>
    > >>
    > >>

    >
    >
    >
     

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