Email Grouped Report

[Victoria@DIG]

I posted the below message to the Word forum. It seems Word is not the best
application for what I'm trying to do. Does anyone know of a better way?

Hello:

It's possible Word is not the best application for this. I have a groupby
Access query that lists employee names (once per report) then lists all
vacations reported. (Each vacation is recorded as a seperate record.)

Data Sample:
First Name Type of Leave Date
Katie Vacation 13-Aug-07
Katie Vacation 14-Aug-07
Katie Vacation 15-Aug-07
Katie Vacation 16-Aug-07

Report Sample
Katie
Vacation
8/13/2007
8/14/2007
8/15/2007
8/16/2007


I'd like to be able to email each person their personal report. However,
I'm not sure how to perform this. The Access report is seperated so that
each person has their own page. But if I try and merge the data, each
record
creates a single page.

Any assistance would be appreciated.

Access version: Access 2003
Word version: Word 2003

You are right that Word is not ideal - in this case, you would have to
merge to a new document, then split the document into one document for each
employee, then e-mail them.

To set up the mail merge main document in this case you need to look at the
following article and translate it for your particular field names and
output:

http://support.microsoft.com/kb/211303/en-us

 

[Stockwell43]

If one of your fields in your query is the employee name, in the criteria
just type in the employee you want to see and run the report. It should only
give you the information for that employee.

 

[Victoria@DIG]

Thanks. I realize that, and obviously didn't word my question clearly.
Currently my report is for approximately 100 employees and when I run it
within Access as a report it creates 1 document with a seperate page for each
person.

Also, when I try to create a similarly grouped report in Word via mail merge
it too creates a single document with seperate pages for each employee. I'd
like the performe one merge either directly into Outlook or via Word to
create seperate emails for each person.

I hope that better states my problem.

 

[Tony Toews [MVP]]

Thanks. I realize that, and obviously didn't word my question clearly.
Currently my report is for approximately 100 employees and when I run it
within Access as a report it creates 1 document with a seperate page for each
person.

For a page on how to print a report for a single record and how to
generate reports to attach to emails see the Emailing reports as
attachments from Microsoft Access page at
http://www.granite.ab.ca/access/email/reportsasattachments.htm

Also, when I try to create a similarly grouped report in Word via mail merge
it too creates a single document with seperate pages for each employee. I'd
like the performe one merge either directly into Outlook or via Word to
create seperate emails for each person.

You'll need to create 100 different documents one for each employee
and email those.

However unless there is a need for .doc files I'd prefer to use PDFs
as users can't change PDFs without some difficulty.

A2000ReportToPDF is an Access 2000 database containing a function to
convert Reports and Snapshot files to PDF documents. No PDF Printer
driver is required.
http://www.lebans.com/reporttopdf.htm

Tony
--
Tony Toews, Microsoft Access MVP
Please respond only in the newsgroups so that others can
read the entire thread of messages.
Microsoft Access Links, Hints, Tips & Accounting Systems at
http://www.granite.ab.ca/accsmstr.htm
Tony's Microsoft Access Blog - http://msmvps.com/blogs/access/

 

[Victoria@DIG]

You'll need to create 100 different documents one for each employee

and email those.

Poo! I guess I just have to accept that. Thanks everyone.