mail merge

[cmccabe]

Hello,

I have an access 2003 database that populates a header in a word 2003
report. Under the header the text will be unique, however when I go to each
record in the mail merge the same text appears and it can not be deleted
without erasing all the records. How can I make the text unique to each
record? Thanks.

 

[Doug Robbins - Word MVP]

What type of mail merge main document are you using?

If it's a Directory type, and by header you mean header as in the header or
footer of a document, merge fields in such a header of a such a document do
not work. However, if the "header" is in the main body of the document, a
merge field in that "header" should work correctly, though the "header" text
will be repeated for each record in the data source.

Tell us some more about the mail merge main document, or send a copy of it
to me to look at if you want.

--
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

 

[cmccabe]

The main document is an access database. I have setup the merge through a
directory. Basically, I enter information such as name, age, address, and
gender in the database. Then have a mail merge setup in which name and
address auto-populate two fields in the header of the document. Underneath
that there is space for comments that will be unique. As of now I can not
seem to get unique text in the merged document. Rather the same text appears
on every record. The design looks like this:

Name: auto-populate Address: auto-populate (heading)

Comments: unique text that will change for every name (body)

Thanks.

 

[Doug Robbins - Word MVP]

I guess when you said that the main document is an access database, you
meant that the data source is and access database. the mail merge main
document will be a Word document, at it can be one of a number of types -
Letter, Envelope, Label, Directory, etc. It may not be relevant to your
actual problem, but I gather that you are using a Directory type mail merge
main document.

The question really is, what is the source of the Comment? That is, the
unique text that will change for every name (body)?


--
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

 

[cmccabe]

I apologize, yes the data source is an database and the mail merge type is a
word is a directory. The source of the (body) or unique text will be
inputted by the user. Using the below example:

Name: auto-populate Address: auto-populate (heading)
Comments: unique text that will change for every name (body)

The Name and Address fields would be auto-populated from the access
database. The Comments would be text that the user would input. Does that
make sense? Thanks.

 

[Doug Robbins - Word MVP]

If you insert a { FILLIN "Enter the Comment" } field where the comment is to
go, the user will be asked to supply the comment before each record is
merged

You must use Ctrl+F9 to insert the field delimiters { } and Alt + F9 to
toggle off their display.

Make sure that you have a paragraph return after the { FILLIN "Enter the
Comment" }¶ Otherwise, the data for the next record will start immediately
after the comment as part of the same paragraph as the comment.

--
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

 

[cmccabe]

If I were to redo the mail merge are these the steps:

merge from directory (access database)
Select fill criteria
insert a FILLIN ?
preview and complete merge

Thanks.

 

[Doug Robbins - Word MVP]

The preview step is optional as it does not really show you what you are
going to get with a Directory type mail merge. When you complete the merge,
the user will be asked to supply the comment for each record.

Rather that being asked for the comment on the flyI would think that it
would be better to have a field in the database into which the appropriate
comment is inserted for each record and then include that field in the mail
merge main doucment.

--
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

 

[cmccabe]

I have tried to setup an ask field as well as a fill-in. Neither seem to be
working correctly as the Default text is all that appears for every record.
Thanks.

 

[Doug Robbins - Word MVP]

A { FILLIN "Enter the Comment" } field definitely works when I try it here,
but as I said, instead of the user being asked to come up with a comment "on
the fly" I would prefer the be entering a considered comment into each
record of the data source.

--
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