Advanced Mail merge Question....

[GISGuy]

This is my first time posting here. If my question can best be answere
in another forum please let me know and I will paste it there as well.



I have a Access database file that has aprox 15,000 records in it.
Each record has a "CD Name" assigned to it. There are 448 CD names an
each CD is assigned to 32 records (448 x32= aprox 15,000). M
supervisor gave a me a Microsoft Word doc that has a Chart designed i
the Form of a CD back. Each page has two of these forms on it and th
paper it is printed is preforated in the form of 2 CD backs as well.
My question has two parts.

1) In Access, how can I get the records broken down into 448 record
by CD name and have every record in the original assigned to the ne
database by CD Name? That is, each new record would have a field tha
lists all 32 original records associated with it?

2) In word, how can I then get mail merge to work so that puts tw
records on one page instead of putting the same record twice on on
page, as mail merge is apt to do.


Right now, my only option is to do it by hand and I'm not keen o
entering 15,000 file names on 448 CD backs in word.

Thanks for your help

 

[Cindy M -WordMVP-]

Hi GISGuy,

It would be very important to know which version of Word (Office) is
involved in a mail merge question.

have a Access database file that has aprox 15,000 records in it.
Each record has a "CD Name" assigned to it. There are 448 CD names and
each CD is assigned to 32 records (448 x32= aprox 15,000). My
supervisor gave a me a Microsoft Word doc that has a Chart designed in
the Form of a CD back. Each page has two of these forms on it and the
paper it is printed is preforated in the form of 2 CD backs as well.
My question has two parts.

1) In Access, how can I get the records broken down into 448 records
by CD name and have every record in the original assigned to the new
database by CD Name? That is, each new record would have a field that
lists all 32 original records associated with it?

I think your terminology is a bit "off", here, but I believe I follow
what you want (the last sentence). You'd need to use a VBA function to
generate a field that contains all the entries for a particular "key" (CD
name).

However, if this is to be used in the mail merge, there may be another
approach. Can you explain how the 32 "many" items / CD Name are to be
used in the mail merge?

2) In word, how can I then get mail merge to work so that puts two
records on one page instead of putting the same record twice on one
page, as mail merge is apt to do.

Insert a NEXT field at the top of the second "half" of the CD cover (from
the Insert Word field button)

If my question can best be answered
in another forum please let me know and I will paste it there as well.

Another time, the mailmerge.fields group would probably be the better
place for a question of this nature.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep 30 2003)
http://www.mvps.org/word

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[GISGuy]

Your answer concerning the "Next" Statement is a huge help!

The Version of Word I am using is 2000.

When I insert the Records into Word, it creates 1 column straight down
the page which pushes the second CD back onto page 2. Is there a way
to manipulate Mail Merge so that when it inserts the 32 records, it
could, for example put the first 16 records in column 1 and 16 records
in column 3 (in a 4 column table0?

 

[GISGuy]

I just realized that using the "Next" statement in Mail Merge isn't
doing what I want it to. As said before have 448 records to print and
the print out format is in the form of a CD label, two to a sheet.
Mail Merge next statement makes the first page label as CD#001 and
CD#002. I want the second page to start with CD#003 and so on and so
forth. Mail merge next statement however, makes the second page start
with CD#002. How do I correct this?


Word 2000

 

[Suzanne S. Barnhill]

If you set this up using the Mail Merge Helper, the Next fields should be
set up for you appropriately. If you are putting Next at the beginning of
the second label, try putting it at the end of both labels.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
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all may benefit.

 

[Cindy M -WordMVP-]

Now that you've posted in the mail merge group, as well,
and started another discussion thread there, please
follow-up there

Cindy Meister