Help using Access check box control in IF...THEN...merge field

[rbuzzell]

I recently upgraded from Office 97 to Office 2002. I have a large Access database which serves as a data source for several Word mail merge programs to generate reports. Some of the data fields use a form check box (YES/NO) control which are not merging correctly in If... Then... Else... merge fields. It worked in the 97 version using "Yes" = -1 and "No" = 0 (...I think). Since upgrading however, these merge fields no longer work. In version 2002, how do I configure: If <<mergefield>> is equal to (check box control field checked) "type this sentence" ""?

Thanks for any help,
rbuzzell

 

[Doug Robbins - Word MVP]

In Word, from the Tools Menu, selection Options and then on the General tab,
check the Confirm conversions on Open box and when you connect to the data
source, select the DDE method of connection.

--
Please post any further questions or followup to the newsgroups for the
benefit of others who may be interested. Unsolicited questions forwarded
directly to me will only be answered on a paid consulting basis.

Hope this helps
Doug Robbins - Word MVP

I recently upgraded from Office 97 to Office 2002. I have a large Access

database which serves as a data source for several Word mail merge programs
to generate reports. Some of the data fields use a form check box (YES/NO)
control which are not merging correctly in If... Then... Else... merge
fields. It worked in the 97 version using "Yes" = -1 and "No" = 0 (...I
think). Since upgrading however, these merge fields no longer work. In

 

[Lyn]

I am not an expert, but I can tell you that a yes/no box
in Access comes over to Word in the merge file as zero or
1 instead of yes no. So in your if then statement, be
sure to reference zero or 1 for your conditions. Hope
that helps!

-----Original Message-----
I recently upgraded from Office 97 to Office 2002. I

have a large Access database which serves as a data source
for several Word mail merge programs to generate reports.
Some of the data fields use a form check box (YES/NO)
control which are not merging correctly in If... Then...
Else... merge fields. It worked in the 97 version
using "Yes" = -1 and "No" = 0 (...I think). Since
upgrading however, these merge fields no longer work. In
version 2002, how do I configure: If <<mergefield>> is
equal to (check box control field checked) "type this
sentence" ""?

 

[rbuzzell]

Thank you very much for your help. It solved the problem.

Thanks again,
rbuzzell

 

[geisi]

when i merge a check box, i see the results as either -1 or 0 insted of a
checked box or unchecked box, how do i correct this?

 

[Doug Robbins]

Use an If...then...Else field to insert the appropriate symbol from the
Insert Symbols dialog depending upon a check of the value in the mergefield.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[geisi]

thanks for the quick response.
I still have the problom, b/c the window does not allow me to insert any
symbols in the proper place. (i can only input the keys that are on the
keyboard)

Dave

 

[Doug Robbins]

To start off with, put A and B as the results, then use Alt+F9 to toggle on
the display of field codes and replace the A and B with the respective
symbols.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[geisi]

Thnak you very much, that worked great!

Dave

To start off with, put A and B as the results, then use Alt+F9 to toggle on
the display of field codes and replace the A and B with the respective
symbols.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[geisi]

New Question
i have over 200 records, how can i sort them alphabetically after i sort
them?
(the records are added one at a time, so the record numbers are not sorted
a-z)

Thanks
Dave

 

[Doug Robbins]

Use a select Query in Access in which you set the sort order for the
appropriate field. Then use that query as the datasource.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP

 

[geisi]

I hate to bother you, but the word documents are still sorting acording to
the record number, and not the order in which i sorted the query.

Thanks
Dave

 

[Doug Robbins]

Did you apply the sort in the Query definition. If you look at the SQL for
the query do you see ORDER BY down near the end of the definition as in the
following example

SELECT [Procurement Packages].PPID AS MRID, [Procurement Packages].[Package
Number] AS MRNumber, [Procurement Packages].[Package Number] AS [PO Number],
[Procurement Packages].Description, [Procurement Packages].Vendor1,
[Procurement Packages].Vendor1Currency1, [Procurement
Packages].Vendor1Currency2, [Procurement Packages].Vendor1Currency3,
[Procurement Packages].Vendor1Origin, [Procurement Packages].Vendor2,
[Procurement Packages].Vendor2Currency1, [Procurement
Packages].Vendor2Currency2, [Procurement Packages].Vendor2Currency3,
[Procurement Packages].Vendor2Origin, [Procurement Packages].Vendor3,
[Procurement Packages].Vendor3Currency1, [Procurement
Packages].Vendor3Currency2, [Procurement Packages].Vendor3Currency3,
[Procurement Packages].Vendor3Origin, [Procurement Packages].Vendor4,
[Procurement Packages].Vendor4Currency1, [Procurement
Packages].Vendor4Currency2, [Procurement Packages].Vendor4Currency3,
[Procurement Packages].Vendor4Origin, [Procurement Packages].Vendor5,
[Procurement Packages].Vendor5Currency1, [Procurement
Packages].Vendor5Currency2, [Procurement Packages].Vendor5Currency3,
[Procurement Packages].Vendor5Origin, [Procurement Packages].Notes,
[Procurement Packages].Strategy, [Procurement Packages].Unpriced,
[Procurement Packages].RecommendedVendor, [Procurement Packages].Task1,
[Procurement Packages].Task2, [Procurement Packages].Task3, [Procurement
Packages].Task4, [Procurement Packages].Task5, [Procurement
Packages].Current
FROM [Procurement Packages]
WHERE ((([Procurement Packages].Current)=Yes))
ORDER BY [Procurement Packages].[Package Number];

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP