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MailMerge with Word - Big Problem (I think)

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

  1. renebeets

    renebeets
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    Guest

    I'm trying to do a mailmerge in word with my data in Access. My problem is
    that I need to insert a choice of paragraph based on a selection I make
    (selection is a field choice). this part I'm managed to resolve in a query
    but the problem progresses as follows:
    Paragraph Option 1: requires one bit of data inserted into the middle of the
    paragraph
    Paragraph Option 2: requires maybe 4 bits of data inserted into various
    parts of the paragraph to complete it and...
    Paragraph Option 3: might have another few options inserted into the paragraph

    Each paragraph is completely different and the two not selected are complete
    irrelevant to the record.

    I'm really stuck and would greatly appreciate any advice/assistance!!!

    Regards,
    Rene (SA)
     
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  3. UpRider

    UpRider
    Expand Collapse
    Guest

    Rene, it's unclear what you want. Does Option 1, 2 and 3 inserted data
    concern data extracted from Access inserted into Word main document fields?
    If so, it's not an Access problem at all; it's a Word mailmerge question.
    If the problem is in your Access code inserting variables into existing
    strings (paragraphs) then it is an Access question and the mailmerge is
    irrelevant. Please clarify.
    UpRider

    "renebeets" <renebeets@discussions.microsoft.com> wrote in message
    news:636E76B2-1E0F-4277-B3FA-18A95D794F29@microsoft.com...
    > I'm trying to do a mailmerge in word with my data in Access. My problem is
    > that I need to insert a choice of paragraph based on a selection I make
    > (selection is a field choice). this part I'm managed to resolve in a query
    > but the problem progresses as follows:
    > Paragraph Option 1: requires one bit of data inserted into the middle of
    > the
    > paragraph
    > Paragraph Option 2: requires maybe 4 bits of data inserted into various
    > parts of the paragraph to complete it and...
    > Paragraph Option 3: might have another few options inserted into the
    > paragraph
    >
    > Each paragraph is completely different and the two not selected are
    > complete
    > irrelevant to the record.
    >
    > I'm really stuck and would greatly appreciate any advice/assistance!!!
    >
    > Regards,
    > Rene (SA)
     
  4. renebeets

    renebeets
    Expand Collapse
    Guest

    I'm trying to create a legal document with is getting its information from
    Access. I'm not sure where to put the paragraphs (ie. into tables, reports or
    in Word). My problem is that at various stages throughout my document a
    certain paragraph needs to be inserted based on a previous field choice and
    within these inserted paragraphs there will be additional
    selections/choices/information which needs to be inserted.

    for example: The document is a Loan Application and one of the paragraph
    choices needed to be made is about the property of the applicate, ie. do they
    own or rent their property. If they own, then the inserted paragraph is
    fairly standard with a field within it inserting info on the actual property
    and if the property is rented, then that particular paragraph needs
    information on the landlord.

    I hope I'm making more sense.

    I'm basically hoping that all my fields etc can be captured into access, a
    query or something generated from that info filling in the paragraphs and
    then the final output sent to word for printing.

    I have managed to get it to work using queries where I type in the paragraph
    using a IIF statment but access has a limit of 2048 characters in the
    expression builder which is not enough if I do it this way around.

    Thank you for your help!!

    "UpRider" wrote:

    > Rene, it's unclear what you want. Does Option 1, 2 and 3 inserted data
    > concern data extracted from Access inserted into Word main document fields?
    > If so, it's not an Access problem at all; it's a Word mailmerge question.
    > If the problem is in your Access code inserting variables into existing
    > strings (paragraphs) then it is an Access question and the mailmerge is
    > irrelevant. Please clarify.
    > UpRider
    >
    > "renebeets" <renebeets@discussions.microsoft.com> wrote in message
    > news:636E76B2-1E0F-4277-B3FA-18A95D794F29@microsoft.com...
    > > I'm trying to do a mailmerge in word with my data in Access. My problem is
    > > that I need to insert a choice of paragraph based on a selection I make
    > > (selection is a field choice). this part I'm managed to resolve in a query
    > > but the problem progresses as follows:
    > > Paragraph Option 1: requires one bit of data inserted into the middle of
    > > the
    > > paragraph
    > > Paragraph Option 2: requires maybe 4 bits of data inserted into various
    > > parts of the paragraph to complete it and...
    > > Paragraph Option 3: might have another few options inserted into the
    > > paragraph
    > >
    > > Each paragraph is completely different and the two not selected are
    > > complete
    > > irrelevant to the record.
    > >
    > > I'm really stuck and would greatly appreciate any advice/assistance!!!
    > >
    > > Regards,
    > > Rene (SA)

    >
    >
    >
     
  5. UpRider

    UpRider
    Expand Collapse
    Guest

    Rene, from what you've told me, my first choice would be to generate the
    entire letter as an Access report. Memo fields can hold 65356 characters or
    so, and you can have more than one.
    My second choice would be to use Word mail merge. I would do as much
    paragraph building as possible in Access and then have the mail merge insert
    those entire ready-to-go paragraphs into the Word document as fields.
    hth, UpRider

    "renebeets" <renebeets@discussions.microsoft.com> wrote in message
    news:1979645D-E96F-47A6-BABA-D3BEE2788CE2@microsoft.com...
    > I'm trying to create a legal document with is getting its information from
    > Access. I'm not sure where to put the paragraphs (ie. into tables, reports
    > or
    > in Word). My problem is that at various stages throughout my document a
    > certain paragraph needs to be inserted based on a previous field choice
    > and
    > within these inserted paragraphs there will be additional
    > selections/choices/information which needs to be inserted.
    >
    > for example: The document is a Loan Application and one of the paragraph
    > choices needed to be made is about the property of the applicate, ie. do
    > they
    > own or rent their property. If they own, then the inserted paragraph is
    > fairly standard with a field within it inserting info on the actual
    > property
    > and if the property is rented, then that particular paragraph needs
    > information on the landlord.
    >
    > I hope I'm making more sense.
    >
    > I'm basically hoping that all my fields etc can be captured into access, a
    > query or something generated from that info filling in the paragraphs and
    > then the final output sent to word for printing.
    >
    > I have managed to get it to work using queries where I type in the
    > paragraph
    > using a IIF statment but access has a limit of 2048 characters in the
    > expression builder which is not enough if I do it this way around.
    >
    > Thank you for your help!!
    >
    > "UpRider" wrote:
    >
    >> Rene, it's unclear what you want. Does Option 1, 2 and 3 inserted data
    >> concern data extracted from Access inserted into Word main document
    >> fields?
    >> If so, it's not an Access problem at all; it's a Word mailmerge question.
    >> If the problem is in your Access code inserting variables into existing
    >> strings (paragraphs) then it is an Access question and the mailmerge is
    >> irrelevant. Please clarify.
    >> UpRider
    >>
    >> "renebeets" <renebeets@discussions.microsoft.com> wrote in message
    >> news:636E76B2-1E0F-4277-B3FA-18A95D794F29@microsoft.com...
    >> > I'm trying to do a mailmerge in word with my data in Access. My problem
    >> > is
    >> > that I need to insert a choice of paragraph based on a selection I make
    >> > (selection is a field choice). this part I'm managed to resolve in a
    >> > query
    >> > but the problem progresses as follows:
    >> > Paragraph Option 1: requires one bit of data inserted into the middle
    >> > of
    >> > the
    >> > paragraph
    >> > Paragraph Option 2: requires maybe 4 bits of data inserted into various
    >> > parts of the paragraph to complete it and...
    >> > Paragraph Option 3: might have another few options inserted into the
    >> > paragraph
    >> >
    >> > Each paragraph is completely different and the two not selected are
    >> > complete
    >> > irrelevant to the record.
    >> >
    >> > I'm really stuck and would greatly appreciate any advice/assistance!!!
    >> >
    >> > Regards,
    >> > Rene (SA)

    >>
    >>
    >>
     
  6. renebeets

    renebeets
    Expand Collapse
    Guest

    Hi UpRider,

    Thank you for your help but is it possible to have another field inserted
    into a memo field.

    My user needs to select one of the following paragraphs and then depending
    on which one is selected, they then need to fill in additional information,
    as follows:-

    PARAGRAPH1
    'Property' means the immovable property described as [insert full property
    description] and includes all buildings on and improvements to the Property,
    and 'Properties', if more than one, is to be construed accordingly;

    PARAGRAPH2
    'Property' means a sectional title unit consisting of section number [insert
    number] in the sectional title scheme known as [insert name in full] together
    with an undivided share in the common property of such sectional title scheme
    and includes, where applicable, any right of exclusive use, and 'Properties',
    if more than one, is to be construed accordingly;

    PARAGRAPH3
    'Property' means the Borrower’s entire right, title and interest in and to
    the notarial deed of lease entered into between [insert full name and
    identity or registration number of landlord] and the Borrower in respect of
    the immovable property described as [insert full property description], and
    'Properties', if more than one, is to be construed accordingly;

    I have created a drop down in my table which allows me to choose Paragraph
    1,2 or 3 and then I need to ask for the relevant information required by the
    selected paragraph and this is where I'm stuck!!!

    Again, thank you for your advice!!

    Regards,
    Rene
     
  7. UpRider

    UpRider
    Expand Collapse
    Guest

    You can create the paragraphs in Access:
    Paragraph1="'Property' means the immovable property described as " &
    txtFullDesc _
    & " and includes all buildings on and improvements to the Property, " _
    & " and 'Properties', if more than one, is to be construed accordingly;"

    Then print the strings in your report. This example does not use mail merge
    fields.

    HTH, UpRider

    "renebeets" <renebeets@discussions.microsoft.com> wrote in message
    news:3F50443C-C20B-4BE5-B1F6-D896117FD015@microsoft.com...
    > Hi UpRider,
    >
    > Thank you for your help but is it possible to have another field inserted
    > into a memo field.
    >
    > My user needs to select one of the following paragraphs and then depending
    > on which one is selected, they then need to fill in additional
    > information,
    > as follows:-
    >
    > PARAGRAPH1
    > 'Property' means the immovable property described as [insert full property
    > description] and includes all buildings on and improvements to the
    > Property,
    > and 'Properties', if more than one, is to be construed accordingly;
    >
    > PARAGRAPH2
    > 'Property' means a sectional title unit consisting of section number
    > [insert
    > number] in the sectional title scheme known as [insert name in full]
    > together
    > with an undivided share in the common property of such sectional title
    > scheme
    > and includes, where applicable, any right of exclusive use, and
    > 'Properties',
    > if more than one, is to be construed accordingly;
    >
    > PARAGRAPH3
    > 'Property' means the Borrower's entire right, title and interest in and to
    > the notarial deed of lease entered into between [insert full name and
    > identity or registration number of landlord] and the Borrower in respect
    > of
    > the immovable property described as [insert full property description],
    > and
    > 'Properties', if more than one, is to be construed accordingly;
    >
    > I have created a drop down in my table which allows me to choose Paragraph
    > 1,2 or 3 and then I need to ask for the relevant information required by
    > the
    > selected paragraph and this is where I'm stuck!!!
    >
    > Again, thank you for your advice!!
    >
    > Regards,
    > Rene
     

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